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♦ C'4<�FORN`P City Council Staff Report
Date: August 3, 2016 CONSENT CALENDAR
Subject: APPROVAL OF AMENDMENT NO. 4 IN THE AMOUNT OF $9,450 TO
CONSULTING SERVICES AGREEMENT WITH TRITON TECHNOLOGY
SOLUTIONS, INC., FOR THE COUNCIL CHAMBER AUDIOVISUAL
SYSTEM UPGRADE, CITY PROJECT NO. 15-06
From: David H. Ready, City Manager
Initiated by: Engineering Services Department
SUMMARY
Approval of this action will authorize additional audio/visual consulting services provided
by Triton Technology Solutions, Inc., to continue the design phase of the Council
Chamber Audio/Visual System Upgrade, City Project No. 15-06.
RECOMMENDATION:
1 . Approve Amendment No. 4 in the amount of $9,450 to the Consulting Services
Agreement with Triton Technology Solutions, Inc., for a revised total contract amount
of$84,130 to Agreement (A6503); and
2. Authorize the City Manager to execute all necessary documents.
STAFF ANALYSIS:
In March 2014, following a Request for Proposal process, Triton Technology Solution,
Inc., ("Triton") was selected to design a new audio/visual system for the Police
Department Training Center. On the basis of the prior selection of this firm, and its
special expertise on the design of audio/visual systems for the City, Triton was selected to
design a complete replacement of the existing audio/visual and television broadcast
equipment for the City Council Chambers, including the Large Conference Room, and the
television studio/production room. On July 2, 2014, the City Council approved
Amendment No. 1 to Agreement No. 6503, in the amount of $30,700 to provide the
services necessary to design the new audio/visual system for City Hall. On March 18,
2015, the City Council approved Amendment No. 2 in the amount of $10,000 to
Agreement No. 6503 for additional services to include options and elements for individuals
ITEM NO, ks
City Council Staff Report
August 3, 2016— Page 2
Approval of Amendment No. 4 to Agreement 6503
monitors at the City Council and staff dais. Subsequently, on February 3, 2016, the City
Council approved Amendment No. 3 in the amount of $9,090 to Agreement No. 6503 for
additional services related to the Police Department Training Center. A total revised
contract amount of $74,680 with Triton for audio/visual consulting services has been
authorized to date.
On March 2, 2016, the City Council received a presentation on the various audio/visual
elements planned for the City Council Chambers, Large Conference Room and television
studio/production room. Some of the planned audio/visual elements consisted of
individual monitors (touch screen) for the City Council dais and staff area, large monitor
displays, video cameras, speakers and lighting. The individual monitor screens require a
reconfiguration of the City Council dais and staff seats. Given the Class 1 Historic Site
designation of the City Hall, final reconfiguration of the City Council dais was subject to
review and approval by the Historic Site Preservation Board (HSPB). The HSPB selected
a remodeling scheme (reconfiguration) of the City Council dais and staff seats that
preserved the original architectural integrity of the City Council Chamber. At that time,
staff recommended the City Council approve the aesthetic design of the reconfigured City
Council dais and to approve the solicitation of the contract documents (plans and
specifications) for bidding. A copy of the staff report is included as Attachment 1.
The City Council deferred final approval of the aesthetic design, and appointed a
Subcommittee (Mills/Roberts) to coordinate with staff on final project details. On April 12,
2016, a meeting was held with the Subcommittee, Triton, Jeff Jurasky and Associates
(architectural designer) and staff to discuss the reconfiguration of the City Council dais
and staff seats and the opportunity to implement additional audio/visual equipment to the
City Council Chamber. Triton has submitted a proposal in the amount of $9,450 for
additional audio/visual consulting services to coordinate with additional elements
recommended by the Subcommittee. The additional scope of work includes the following:
1. Add the capability in the design for the speaker timer to be overlaid on presentation
displays viewed in the Chamber
2. Add the capability in the design for each dais seat to have a digital nameplate that has
dynamic content based on meeting type and seat occupant
3. Update the design to include camera that will allow the planning board to be used in
production.
4. Includes four (4) onsite meetings
5. Includes electrical requirements for the additional equipment
A copy of Amendment No. 4 is included as Attachment 2.
02
City Council Staff Report
August 3, 2016— Page 2
Approval of Amendment No. 4 to Agreement 6503
ENVIRONMENTAL IMPACT:
Section 21084 of the California Public Resources Code requires Guidelines for
Implementation of the California Environmental Quality Act ("CEQA"). The Guidelines
are required to include a list of classes of projects which have been determined not to
have a significant effect on the environment and which are exempt from the provisions
of CEQA. In response to that mandate, the Secretary for Resources identified classes of
projects that do not have a significant effect on the environment, and are declared to be
categorically exempt from the requirement for the preparation of environmental
documents. In accordance with Section 15331 "Historical Resource
Restoration/Rehabilitation," Class 31 projects consist of limited maintenance, repair,
stabilization, rehabilitation, restoration, preservation, conservation or reconstruction of
historical resources, therefore, the City Council Chamber Audio/Visual System Upgrade,
City Project No. 15-06, is considered categorically exempt from CEQA, and a Notice of
Exemption has been prepared and filed with the Riverside County Clerk.
FISCAL IMPACT:
Costs for this project are covered by special user fees (identified as "PEG" fees) for
public access television included on customer's bills from Time Warner. Sufficient funds
remain budgeted and available in the General Fund (Public Affairs/PSCTV), Account
No. 001-1231-50039.
SUBMITTED
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Marcus'L. Ful er, PA, P. 7 P.L.S. David H. Ready, Es
Assistant City Manager/City Engineer City Manager
Attachments:
1. March 2, 2016, City Council Staff Report
2. Amendment No. 4
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Attachment 1
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CR11FOILIA City Council Staff Report
DATE: March 2, 2016 NEW BUSINESS
SUBJECT: APPROVAL OF PLANS, SPECIFICATIONS AND ESTIMATE (PS&E)
AND AUTHORIZATION TO BID THE CITY COUNCIL CHAMBER
AUDIONISUAL SYSTEM UPGRADE, CITY PROJECT NO. 15-06
FROM: David H. Ready, City Manager
BY: Chief of Staff/City Clerk
Public Works & Engineering Department
SUMMARY:
The Chief of Staff/City Clerk is coordinating with the Public Works & Engineering
Department on the design of a complete replacement of the City Council Chamber and
Large Conference Room audio/visual systems, including the central control room.
Funding for this project is made available from public, educational, and government
access ("PEG') fees paid to the City for technology enhancement and upgrade of its
public access channels. The construction documents (plans and specifications) have
been completed, and in accordance with Section 7.03.040 of the Procurement and
Contracting Code the City Council is required to approve and adopt plans, specifications
and working details, and authorize the bid request for all public projects in excess of
$100,000. Approval of this action will allow staff to proceed with bidding of this capital
project, with an estimated cast of$900,000.
RECOMMENDATION:
1) Receive a presentation on the various elements of the audio/visual equipment
upgrade for the Large Conference Room and City Council Chamber;
2) Approve the aesthetic design of the reconstructed City Council dais; and
3) Approve the plans, specifications and estimate and authorize staff to advertise and
solicit bids for the City Council Chamber Audio/Visual System Upgrade, City Project
No. 15-06.
STAFF ANALYSIS:
In March 2014, following a Request for Proposal process, Triton Technologies was
selected to design a new audio/visual system for the Police Department Training
Center. On the basis of the prior selection of this firm, and its special expertise on the
design of audio/visual systems for the City, Triton Technologies was selected to design r
ITEM NO. �
City Council Staff Report
March 2, 2016-- Page 2
Approve CP 15-06 Request for Bids
a complete replacement of the existing audiolvisual and television broadcast equipment
for the City Council Chamber, including the Large Conference Room, and the television
studio/production room. On July 2, 2014, the City Council approved Amendment No. 1
to Agreement No. 6503, in the amount of $30,700 to provide the services necessary to
design the new audio/visual system for City Hall.
Subsequently, Triton Technologies identified the various audiolvisual components and
architecture of the system, and on February 4, 2015, the City Council received a
presentation from staff on the preliminary layout and elements of the system to install
within the City Council Chamber. At that time, Council Member Foat requested that the
audiolvisual system incorporate elements similar to the system used at the Riverside
County Board of Supervisors Chamber, where a single monitor is available at the dais
and used for broadcasting presentations, watching the live feed, as well as voting.
As a result of Council Member Foat's request, staff has coordinated with Triton
Technologies to review the audiolvisual system in use at the Riverside County Board of
Supervisors Chamber, and has determined that the County uses what is called an
"AMX' system, which is a custom designed and proprietary system. At the Riverside
County Chamber, at the dais each voting member has a panel that has 9 buttons with a
voting menu and request to speak option, which is an independent voting panel and not
incorporated into a touch panel or monitor. At each dais seat there is an individual
monitor that only receives the presentation being broadcast from the Chamber, and
does not have touch screen or other options available. The County's system provides
the Clerk of the Board a touch panel to control the entire system, much in the way that
the City Clerk controls the system in the current system used at the Palm Spring City
Council Chamber.
Staff recommends that 'the City use a more open platform voting system that has the
same capability as the custom/proprietary system in use at the Riverside County
Chamber, with an individual monitor and separate voting push button panel at each seat
at the dais. However, additional options have been included that allow for Council
Members to toggle between the broadcast feed and the uploaded Council agenda and
staff reports for the item being presented. The new proposed open platform voting and
meeting management system, along with video streaming, will require staff to purchase
a new software system to replace the proprietary Granicus system currently being used
which has very limited expandability.
Given the Class 1 Historic Site designation of City Hall', the final design of the project is
subject to review and approval by the Historic Site Preservation Board (HSPB). Staff
has retained the architectural services of Jeff Jurasky to support the design effort of
modifications to the City Council Chamber to ensure the installation of audio/visual
equipment into the City Council Chamber, as well as added to the Council dais, is
treated with the appropriate detail and refinement necessary to preserve the
architectural integrity of the City Council Chamber.
' On October 2, 1996, the City Council adopted Resolution No. 18907 designating the 06
City Hall as a Class 1 Historic Site.
City Council Staff Report
March 2, 2016—Page 3
Approve CP 15-06 Request for Bids
On January 12, 2016, the Department of Planning Services submitted a Certificate of
Approval Request to the HSPB for the proposed audio/visual equipment and dais
remodeling scheme in the City Council Chamber. The staff report prepared provided a
thorough background of the original architecture constructed in the 1950's, renovations
completed in the 1980's and a current view of the council chamber dais illustrating the
new audio/visual equipment and potential dais remodeling schemes. Some of the new
audio/visual equipment includes ceiling mounted lighting fixtures, ceiling mounted
cameras, recessed and ceiling mounted digital television screens, and an equipment
rack beside the public podium finished in a credenza style piece of furniture.
Additionally, the staff report included three dais remodeling schemes which are shown
on the subsequent page with a short explanation / description provided by the interior
design. A copy of the January 12, 2016, HSPB staff report is included as Attachment 1.
As identified in the HSPB staff report, Jeff Jurasky originally proposed three dais
remodeling schemes, however, the HSPB did not believe the options presented
preserved the original architectural integrity of the City Council Chamber. Comments
from HSPB included requests for a simpler dais remodeling scheme with the addition of
the City seal to better represent its original architecture yet allowing incorporation of
new audio/visual equipment into the dais with individual monitor screens. Furthermore,
the HSPB requested additional information toward the mounting application of the new
audio/visual equipment proposed in the Council Chamber. On February 9, 2016, staff
presented a revised dais remodeling scheme to the HSPB, with a design that
demonstrates the preservation of its original architecture, includes the City seal and
continues to support the integration of individual monitors for each dais seat. A copy of
the February 9, 2016, HSPB staff report is included as Attachment 2. Figure 1 shows
the final Council dais design as presented to and conditionally approved by the HSPB2.
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2 HSPB requested material and color stain samples to review at their next meeting on n
March 8, 2016
City Council Staff Report
March 2, 2016 --Page 4
Approve CP 15-06 Request for Bids
The project includes the following general scope of work:
• Reconfigured City Council dais with individual 15" LCD monitor screens which
includes a multi-function flush-mount control station with touch screen to retrieve
documents, view agenda items, view HD presentation system video, input votes,
motions, requests to speak, with microphone control and video selection, including
internet access, and with new 15" gooseneck microphones with amplified speaker
and volume control
• Reconfigured staff seats with individual 15" LCD monitor screens which includes a
multi-function flush-mount control station with touch screen to retrieve documents,
view agenda items, view HD presentation system video, requests to speak, with new
15" gooseneck microphones with amplified speaker and volume control
• Reconfigured podium for public speakers and staff presentations with individual 15"
LCD monitor screen which includes a multi-function flush-mount control station with
touch screen to retrieve documents, view agenda items, view HD presentation
system video, requests to speak, with new 15" gooseneck microphones with
amplified speaker and volume control
• Installation of two new 60" screen monitors positioned on each side of the Council
Chamber (four screens total) to allow better viewing of information being broadcast
on television by public attending the meetings in the Council Chamber.
• Installation of one new 80" screen monitor to replace the existing overhead projector
used to display presentations onto the existing pull-down screen with a new
overhead projector digitally transmitting images directly onto the new 80" monitor
• Installation of two new 70" screen monitors for the Large Conference Room for
presentations
• New video camera and speaker systems throughout Council Chamber and Large
Conference Room
• New lighting systems
• New broadcast control room
• Ability to add closed-captioned service
Schematic plans showing the scope of the audio/visual improvements proposed is
included as Attachment 3. The plans and specifications ("contract documents")
prepared by Triton Technologies and Jeff Jurasky are being finalized, and with the City
Council's final approval will be ready to formally solicit construction bids for the Project.
With City Council approval, staff will advertise the project in the Desert Sun, submit the
Notice Inviting Bids to plan rooms, and provide the bid documents available free of
charge to prospective bidders. A copy of the contract documents for the Project is on
file with the Public Works & Engineering Department.
The specifications identify the following tentative schedule for the bid process:
Notice Inviting Bids to be posted: March 17, 2016
Deadline for receipt of bids: 3:00 PM, April 21, 2016
Contract awarded by City Council: May 4, 2016
08
City Council Staff Report
March 2, 2016-- Page 5
Approve CP 15-06 Request for Bids
ENVIRONMENTAL IMPACT:
Section 21084 of the California Public Resources Code requires Guidelines for
Implementation of the California Environmental Quality Act ("CEQA"). The Guidelines
are required to include a list of classes of projects which have been determined not to
have a significant effect on the environment and which are exempt from the provisions
of CEQA. In response to that mandate, the Secretary for Resources identified classes of
projects that do not have a significant effect on the environment, and are declared to be
categorically exempt from the requirement for the preparation of environmental
documents. In accordance with Section 15331 "Historical Resource
Restoration/Rehabilitation," Class 31 projects consist of limited maintenance, repair,
stabilization, rehabilitation, restoration, preservation, conservation or reconstruction of
historical resources, therefore, the City Council Chamber Audio/Visual System Upgrade,
City Project No. 15-06, is considered categorically exempt from CEQA, and a Notice of
Exemption has been prepared and will be filed with the Riverside County Clerk. A copy
of the Notice of Exemption is included as Attachment 4.
FISCAL IMPACT:
Costs for this project are covered by special user fees collected by the City through
Time Warner Cable for technology improvements for broadcasting public meetings on
the City's public access channels; these fees are identified as "public, educational, and
government access" (or "PEG") fees. PEG fees are collected and set aside specifically
for improvements to be made associated with broadcasting on the City's public access
channels, and cannot be used for other purposes. The City Council budgeted $26,400
in Fiscal Year 201512016 from PEG fees into General Fund Account No. 001-1231-
50039 for the project. As of June 30, 2015, the City has received and accumulated a
balance of approximately $770,000 in PEG fees for use on the project. The construction
estimate for the project is $900,000; and the Project budget and estimated expenditures
are identified in Table 1 below.
Table 1
Table of Project Costs Amount
PEG Fees (Appropriated) $26,354
PEG Fees Fund Balance $771,913
Design $39,450
Project Administration Estimated $5,000
Construction Inspection/Admin. Estimated $25,000
Construction Estimated $900,000)
Contingency $90,000
Additional Budget Required $261,183
09
City Council Staff Report
March 2, 2016--Page 6
Approve CP 15-06 Request for Bids
The estimated total cost of the project exceeds currently available PEG fees. Annually,
the City receives approximately $100,000 in PEG fees via Time Warner Cable
payments. Upon receipt of construction bids and presentation to the City Council of a
contract for award, staff will recommend that the City Council appropriate General Fund
balance to cover any funding shortfall with repayment as an internal loan to the General
Fund from future PEG fees received.
Additional costs to purchase a new software system to replace the proprietary Granicus
system is estimated at less than $25,000 and will be budgeted separately as part of the
City Clerk's annual budget.
SUBMITTED:
Ila.
arcus L. Fuller, MPA, P.E., P.L_S. mes Thompson
Assistant City Manager/City Engineer Chief of Staff/City Clerk
David H. Ready, Esq.,
City Manager
Attachments:
1. January 12, 2016, HSPB staff report
2. February 9, 2016, HSPB staff report
3. Schematic Plans
4. CEQA Notice of Determination
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Attachment 1
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HISTORIC SITE PRESERVATION BOARD
STAFF REPORT
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DATE: January 12, 2016 NEW BUSINESS
SUBJECT: A CERTIFICATE OF APPROVAL REQUEST FROM THE CITY OF PALM
SPRINGS FOR REMODELING OF PORTIONS OF THE COUNCIL
CHAMBER DAIS AT THE PALM SPRINGS CITY HALL, A CLASS 1
HISTORIC SITE LOCATED AT 3200 EAST TAHQUITZ CANYON WAY.
(CASE 3.3377 MAA/ HSPB 33-D, ZONE C-U (CIVIC USES). (KL)
FROM: Department of Planning Services
SUMMARY
The City's Public Works Department is overseeing implementation of a Council-initiated
renovation of the audio/visual system in the City Council Chambers. An interior design
consultant has been retained to assure '...the Council dais is treated with the
appropriate detail and refinement necessary to preserve the architectural integrity of the
City Council Chambers."
The current furnishings and interior decor of the chamber were installed in the 1980's as
part of a comprehensive interior remodeling of City Hall.
The interior design consultant has developed three design schemes would significantly
alter the appearance of the front-panel of the council desk component of the dais.
Numerous surface mounted components (lights, cameras, video monitors, etc.) are
proposed throughout the council chamber and on the dais.
Pursuant to PSMC 8.05.195, alterations to the interior of publicly-owned Class 1
historic sites require a certificate of approval from the HSPB. The Board is to evaluate
the three options against the guidelines for granting a certificate of approval and against
the United States Secretary of the Interior Standards for the Treatment of Historic
Properties.
RECOMMENDATION:
Provide comments to staff and continue the matter to a date certain of the February 9,
2016 HSPB meeting and direct staff to provide additional interior elevations, photo-
simulations, sections and/or scaled details in advance of that meeting as necessary to
fully convey the actual integration of the AN equipment and components into the
architecture of the council chamber.
12
Historic Site Preservation Board Staff Report January 12,2016
Case 3.3377 MAA—City Council Dias Remodeling Page 2 of 13
BACKGROUND AND SETTING:
The City Council chamber is an integral part of the original City Hall building, designed
in a collaborative effort by master architects Albert Frey, John Porter Clark, and Robson
Chambers and was constructed between 1952 and 1956.1
The Palm Springs City Hall has been recognized as a historically significant building not
only at the local level, but also at the State and national level, having been placed in the
National Register of Historic Places by the United States Department of the Interior in
2015.
Below are images (credit: Julius Shulman) of the original configuration of the Council
chambers shortly after the building was constructed. The dais, which, by definition
includes the entire raised platform at the front of the chamber, is comprised of the
following basic functional components:
(1)the city council desk,
(2)the staff desk,
(3)AN components (screens, projectors, computers, etc.),
(4) a podium at which the public may address the council.
As can be seen in the images below, the original dais also included a small desk
immediately in front of the council desk for the recorder/secretary (this function in the
current configuration has been subsumed in the staff desk). The original desk-front
panels were comprised of vertically-grained clear-finished plywood with what appears to
be a fine-grained face veneer run in a vertical orientation. Across the back wall of the
dais were acoustical panels, a cork board, and a projection screen.
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Palm Springs City Hall was built in phases, the first between 1952 and 1956, with two large additions at
the rear;;one in 1956 designed by Clark, Frey&Chambers and one in 1965 designed by Williams, Clark,
and Williams, . In 1972 another smaller addition was constructed, designed by Williams & Williams for
the Emergency Operations Center, and in 1984 a substantial remodeling and another large addition
designed by Williams, Clark & Williams was added which included the part of the building presently
occupied by Development Services.
13
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Historic Site Preservation Board Staff Report January 12,2016
Case 3.3377 MAA—City Council Dias Remodeling Page 3 of 13
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ORIGINAL INTERIOR DESIGN OF COUNCIL CHAMBER-LOOKING SOUTH FROM THE DAIS
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CLOSE-UP VIEW OF ORIGINAL INTERIOR DESIGN OF COUNCIL CHAMBER DAIS
14
Historic Site Preservation Board Staff Report January 12,2016
Case 3.3377 MAA—City Council Dias Remodeling Page 4 of 13
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ORIGINAL INTERIOR DESIGN OF COUNCIL CHAMBER° LOOKING NORTH TOWARD THE DAIS
The images below portray the current dais as renovated in the 1980's. The 1980's
renovation introduced a design aesthetic for the dais furnishings based on a "panelized"
look created with a grid of painted wood trim pieces mounted across the desk-front
panels. It also introduced a public speaker's podium attached to the edge of the staff
desk. Across the back of the dais a series of rolling "presentation boards" integrated
into soffits and flanking screen walls with painted vertical wood trim and a motorized
projection screen. Behind the east screen wall is a storage / utility closet that may be
needed to accommodate some of the AN components.
CURRENT VIEW OF COUNCIL CHAMBER DAIS(RENOVATED IN 1984)
15
Historic Site Preservation Board Staff Report January 12,2016
Case 3.3377 MAA-City Council Dias Remodeling Page 5 0113
CURRENT CONDITION LOOKING SOUTH FROM THE DAIS
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CURRENT CONDITION LOOKING TOWARD THE DAIS(RENOVATED IN 1984)
16
Historic Site Preservation Board Staff Report January 12, 2016
Case 3.3377 MAA—City Council Dias Remodeling Page 6 of 13
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CLOSE UP VIEW OF CURRENT DAIS FROM 1981 RENOVATION
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CURRENT VIEW OF COUNCIL CHAMBER DAIS EXISTING LOBBY VIDEO MONITOR
EXISTING CAMERAS,SPEAKERS,TV MONITORS AND PROJECTION EQUIPMENT WILL BE REMOVED AND REPLACED.
17
Historic Site Preservation Board Staff Report January 12.2016
Case 3.3377 MAA-City Council Dias Remodeling Page 7 of 13
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CURRENT FLOOR PLAN 1956 FLOOR PLAN
COUNCIL CHAMBER FLOOR PLANS
In March of 2014, the City Council hired Triton Technologies to design and install a new
audio visual system for the Police Training Center Building on South Civic Drive. In July
2014, the City Council approved an addenda (#1) to expand Triton's scope to include
complete replacement of the AN system in the City Council chambers, the Large
Conference Room, and the City's Television Studio & Production Center. In February
18
Historic Site Preservation Board Staff Report January 12,2016
Case 3.3377 MAA—City Council Dias Remodeling Page 8 of 13
2015, addenda #2 was approved expanding the technological scope and adding interior
design /architectural services to
"...support the design effort to ensure the installation of audio/visual
equipment into the City Council Chambers, as well as added to the
Council dais, is treated with the appropriate detail and refinement
necessary to preserve the architectural integrity of the City Council
Chambers."
At this time, the actual modifications that are necessary to install the new AN
components have not been fully identified, but there will be new built-in monitors at all
workstations that will necessitate modification of all the dais furnishings and
workstations.
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At the ceiling, there will be new surface-mounted cameras and ceiling mounted special
lighting fixtures necessary to provide proper lighting of the individuals at the dais (see
images below).
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CEILING SURFACE MOUNTED LIGHT FIXTURE CEILING SURFACE MOUNTED CAMERA
The existing two small ceiling-mounted video monitors oriented toward the audience at
the ceiling will be replaced with four, 60 inch flat screen ceiling / wall-mounted video
19
Historic Site Preservation Board Staff Report January 12,2016
Case 3.3377 MAA—City Council Dias Remodeling Page 9 of 13
monitors2. The existing projection screen at the back of the dais will be replaced with
80 inch diagonal flat screen video monitor.
LARGE 601NCH FLAT SCREEN VIDEO MONITORS
WILL REPLACE THE EXISTING SMALL AUDIENCE-FACING CEILING MOUNTED MONITORS
AND THE PROJECTION SCREEN AT THE BACK OF THE DAIS WILL BE REPLACED WITH A RECESSED 804NCH MONITOR
It is assumed wiring, conduit, new digital projection screens cameras, lights, and
equipment racks or closets may be part of the new AN system. It is not clear what
architectural impact or changes would be necessary to the perimeter walls and ceiling
finishes to integrate and accommodate the new AN system.
The interior design Consultant has developed three schemes which are shown below
with a short explanation /description provided by the designer.
Option A1-1 "Curvilinear"
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"Configured on the same footprint as the existing dais, this design features 6" white oak
"bands" that attempt to interpret a freeform and fluid approach to the City's business by
the various Councils that will be using the dais. The bands are separated by 118"
Certain aspects of the subject project are necessary upgrades to address existing deficiencies in
compliance with the ADA.
20
Historic Site Preservation Board Staff Report January 12,2016
Case 3.3377 MAA—City Council Dias Remodeling Page 10 of 13
blackened metal sheets that emphasize the individual bands as well as finish the bottom
surface of the cantilevered surfaces as they appear. The white oak is to be dyed a
complimentary color tone similar to the existing colors within the Chambers."
Option A1-2 "Photo Image Palm Sprin s Entry Sign"
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"This option also utilizes the same footprint as the existing dais but includes a raised
surface counter for staff to utilize at the display boards. The dais face introduces a
digital photo image of the Palm Springs entry sign at Tramway that has been printed on
white oak and recessed 3"to enable the positioning of a continuous LED perimeter light
to frame and illuminate the image. The design was generated as an attempt to give the
dais a Palm Springs specific identity instead of being generic. The image is
recognizable and memorable. The photo image will be a one color mono-tone (in the
compatible coloration of the Chambers) where the balance of the dais will be paint
grade to match the existing color palette."
Option Al-3 "Colored Panels"
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"Although this option sits on the existing footprint of the dais it does project a "battered"
A 21
Historic Site Preservation Board Staff Report January 12,2016
Case 3.3377 MAA—City Council Dias Remodeling Page 11 of 13
or angled surface along the arm that faces the audience to give this option a more
significant or monumental shape. This option also has a raised counter surface at the
display wall for staff to utilize (as in option Al-2). The unique aspect of this option is the
use of several %" multicolored acrylic panels that overlap as they fill a 5" recessed
surface that is lighted from the perimeter by a continuous LED strip light. The panels are
matte finished with polished edges to receive and highlight the panel colors. There is a
grid of stainless steel "standoffs"that will be used as mounting hardware for the panels.
The design concept here is to emphasize the creativity and diverse composition of the
citizenry of Palm Springs while using similar materials to the new City median entry
signage. The dais is to be fabricated in paint grade MDF and colored compatibly with
the Chambers' palette. The surface behind the panels will be painted white to let the
color of the acrylic come through."
As with all 3 of the options, the new electronics are to be featured at each one of 7 dais
positions, set within an angled surface utilizing plastic laminate as the counter material
for durability and cost effectiveness."
The interior design consultant has not provided a description on how the three options
achieve the stated goal of preserving the architectura[ integrity of the chamber.
;Refafe°dFteletfatltrGf �4ctohs'b .li$P.B,PI" ri(n fire BGifdin"
1952 Construction of the first phase of City Hall
1956 Construction of addition to the north of original building.
1965 Construction of a second addition to the north of the original building.
1972 Construction of Emergency Operations Center Addition
1984 Comprehensive remodeling and addition of Development Services annex
1996 City Council designates city Hall as a Class 1 historic site. CC Resolution#18907
2010 South parking lot renovation
2012 City Council clarifies the Class 1 designation of City Hall to include the site (CC
Resolution#23016
2013 HSPB approves certificate of approval for installing exterior conduit for connection of a
traffic management s stem.
2014 Partial landscape changes&repaving of parking lots.
Neighborhood organizations were provided the agenda for this meeting
pursuant to the noticing requirements outlined in PSZC 94.04.
ANALYSIS
Certificates of approval applications are evaluated by the HSPB against the guidelines
of PSMC 8.05.190 "Factors to be considered upon application". As noted above, the
stated goal of adding interior design services to the AN consultant's contract was to:
"...support the design effort to ensure the installation of audiovisual
equipment into the City Council Chambers, as well as added to the
22
Historic Site Preservation Board Staff Report January 12,2016
Case 3.3377 MAA—City Council Dias Remodeling Page 12 of 13
Council dais, is treated with the appropriate detail and refinement
necessary to preserve the architectural integrity of the City Council
Chambers."
In reviewing and acting upon each application, the historic site preservation board shall
consider:
(1) The historic value and significance, or the architectural value and
significance or both, of the structure and its relation to the historic value of
the surrounding area;
The historic and architectural significance of the Palm Springs City Hall has been well
documented as an outstanding example of mid-century modern architecture and the
work of master architects Clark, Frey & Chambers. The functional components and
arrangement of the Council Chamber dais have remained relatively unchanged since
the building's construction. Neither the current furnishings and desk-fronts on the dais
nor the three proposed options reflect the original minimalist architectural aesthetic of
the council chamber that can be seen in the Shulman photos. While the three options
are creative and interesting, it is not clear how they achieve the stated goal of
preserving the architectural integrity of the chamber.
(2) The relationship of the exterior architectural features of any structure to
the rest of the structure itself and to the surrounding area;
The subject project does not impact the exterior of the building. The scope is limited to
the Council Chamber and dais.
(3) The general compatibility of exterior design, arrangement, texture and
material which is proposed by the applicant;
As noted, the proposed project impacts only one of the key public spaces within City
Hall —the City Council chambers. Neither the current condition as renovated in the 80's
nor the three schemes for the council desk-front reflect the Clark & Frey's minimalist
architectural aesthetic of the chamber. More information is necessary to fully convey
the visual impact of the new large LED monitors, surface mounted cameras, lighting and
other components.
(4) Archaeological or ecological significance of the area.
There are no known archaeological or ecological significance to the subject site.
CONCLUSION
It would be helpful for the projects' consultant to clarify what physical impact integration
of the new loll/ equipment will have on the architectural integrity of the council chamber.
In doing so, it would likely help clarify what modifications are necessary to adapt the
23
Historic Site Preservation Board Staff Report January 12,2016
Case 3.3377 MAA—City Council Dias Remodeling Page 13 of 13
furnishings and architectural treatment and finishes in the chamber to accomplish the
AN upgrades. And, although the 1980's remodeling diminished the architectural and
historic integrity of the Clark & Frey-designed council chamber, the current project
presents an opportunity for the City to begin to restore key components of the chamber
in a way that would be more respectful of the original design aesthetic of the space.
Staff does not believe the current three design options achieve this goal.
ENVIRONMENTAL ASSESSMENT
The California Environmental Quality Act (CEQA) allows for a categorical exemption
determination to be made in cases where alterations to historic resources are made in
accordance with the Secretary of the Interiors Guide for the Treatment of Historic
Resources. The original interior aesthetic treatment of the chamber and the furnishings
on the dais were materially impaired with the 1980's remodel. The current project could
potentially change the aesthetic of the council chamber dais, but would not likely further
impair the
]fhistoric
,Jintegrity of the space.
7 ram' �I
Ken Lyon, RA, Flinn Fagg, AICP
Associate Planner Director of Planning Services
Attachments:
Vicinity Map
Application materials
24
Attachment 2
25
of Pa l w , SrwlLg /
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D� of PCavu^i +^9 Servuc -
M mo-ra*.ol-u-v►ti
Date: February 9, 2016
To: Historic Site Preservation Board + - —From: Ken Lyon, RA, Associate Planner J
Subject: Case 3.3377 - HSPB 33D - AN Upgrades in the City Council Chamber & Dais
Renovation
This project, which the HSPB reviewed in January 2016 is one for which the applicant (City) is
seeking a certificate of approval to upgrade the AN systems in the Council Chamber and large
conference room. The stated goal of the project is:
... to assure "...the Council dais is treated with the appropriate detail and refinement
necessary to preserve the architectural integrity of the City Council Chambers."
At its January 2016 meeting, the Board reviewed the above project and voted to continue it to the
February meeting with direction to the applicant (City) to provide a design scheme for the council dais
that is more reflective of the original Frey-designed furnishings and interior and to:
"...direct staff to provide additional interior elevations, photo-simulations, sections
and/or scaled details in advance of(the next) meeting as necessary to fully convey the
actual integration of the AN equipment and components into the architecture of the
council chamber. Incorporate the City seal in the design of the dais."
The Board suggested the designer should attempt to incorporate the minimalist aesthetic and
simplicity of form and material detailing evident in the photos of the original dais and Council
Chamber.
a �
ORIGINAL INTERIOR DESIGN OF COUNCIL CHAMBER—(Photo credit: Julius Shulman)
26
The City's design consultant has produced a fourth scheme in an effort to respond and incorporate
the HSPB's recommendations. The fourth scheme is attached herein with a description below
provided by the designer:
Council Dais design Al —4 Concept Description:
Responding to the direction from the HSPB, this design takes into account the concepts
of Albert Frey when he originally designed the Council Chambers. The streamlined
wood skinned forms delineate the dais as per Frey's design. A "curb" is added to the
top of the desk to hide the paper work and desktop mess that is so noticeable from a TV
camera view that was not a concern back in the 1960's, and now the addition of the
angled technology unit which is intended to simply wrap over the top of the dais stations
and provide a name plate (static or digital) location on the 16" drop apron facing the
audience. The re-introduction of the City's official seal is positioned on the audience-
facing surface next to the Mayor's position at the dais. Materials are wood veneers in
two different finishes.
Dais Option A1-4
J
n
9l1.ZYN y1lW RM'/lCT" 'MM
The design proposes a desk for the Council members that is similar in material, color tones and detailing as
that seen in the original photos. Planning staff recommends the Board grant a certificate of approval only for
the reconstruction of the Council desk &furnishings as shown at this time.
No additional information has been provided showing how the other AN components are to be integrated into
the Council Chamber. Planning Staff recommends these details be provided to the HSPB in March in order to
make a fully informed decision on the appropriateness of the integration of the new AIV system in the Council
Chamber.
Attachment: Vicinity Map
January 2016 Staff report excerpt.
27
Attachment 3
28
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Palm Springs City Council
December 171h, 2015
Final Drawing & Document Review
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Attachment 4
36
NOTICE OF EXEMPTION
To: ❑ Office of Planning and Research From: City of Palm Springs
1400 Tenth Street, Room 121 3200 E. Tahquitz Canyon Way
Sacramento,CA 95814 Palm Springs,CA 92262
® Clerk of the Board
County of Riverside
P.Q.Box 751
Riverside,CA 92502-0751
Project Title: Council Chamber AudioMisusl Upgrade.City Prolect No. 15-06
Project Applicant: City of Palm Springs
Project Location(Specific).Palm Springs City Hail located at 3200 E.Tahquitz Canyon Way
Project Location(City): City of Palm Springs Project Location(County): Riverside
Project Description: The scope of work Includes upgracling the existing City Hall Council Chamber Room, Large Conference
Room and Control Room. The work shall comprise of installing new audblvisual equipment including Individual voting monitors for
City Council and staff dais,renovated dais,ceiling mounted lighting fixtures,ceiling mounted cameras,recessed and ceiling mounted
televisions screens,microphones,equipment racks,conductors and cabling and all other appurtenant work.
Name of Public Agency Approving Project: City of Palm Springs
Name of Person or Agency Carrying Our Project- City of Palm Springs,Public Works&Engineering Department
3200 E. Tahquitz Canyon Way,Palm Springs,CA 92262
Exempt Status:(check one)
❑ Ministerial(Sec.21060(b)(1); 15268);
❑ Declared Emergency(Sec.21080(b)(3); 15269(a));
❑ Emergency Project(Sec.21080(b)(4); 15269(b)(c));
0 Categorical Exemption. Slate type and section number.. 15331 Historical Resource RestorationlRehabilitation
(Class 31);for the maintenance and repair on historical resources
❑ Statutory Exemptions.Slate code number.
Reasons why project is exempt: Class 31 consists of projects limited to maintenance,repair,stabilization,rehabilitation,
restoration, preservation, conservation or reconstruction of historical resources in a manner consistent with the Secretary of the
Interior's Standards for the Treatment of Historic Properties with Guidelines for Preserving,Rehabilitating,Restoring,and
Reconstructing Historic Buildings(1995),Weeks and Grimmer('The Standards').Therefore,the Council Chamber AudloAfrsual
Upgrade,City Project No.15.06,is considered categorically exempt from CEQA
Lead Agency Contact Person: Marcus Fuller Area Codefrelephone/Extension: (760)322-8380
If filed by applicant:
1.Attach certified document of exemption finding.
2/.Has e�N�otgic�e of Exemption n filed by the public agency approving the project?El Yes [I No
Signatur " y '�"w"I Date: 2111/16 Title: Asst. City ManaoerlCily Enaineer
®Signed by Lead Agency❑Signed by Applicant
Authority cited: Sections 21083 and 21110.Public Resources Code Date received for filing at OPR:
Reference: Sections 21108,21152,and 21152.1. Public Resources Code.
37
Attachment 2
AMENDMENT NO. 4 TO PROFESSIONAL SERVICES AGREEMENT NO. 6503
WITH TRITON TECHNOLOGY SOLUTIONS, INC.
COUNCIL CHAMBERS AUDIO/VISUAL SYSTEM UPGRADE
CITY PROJECT NO. 15-06
The following articles of Agreement No. 6503 are hereby amended to read as follows:
SECTION 3.1 Maximum contract amount is increased by $9,450 and the total amount of
compensation is amended to $84,130.
SECTION 4.4 Unless earlier terminated in accordance with Section 4.5 of Agreement No. 6503, this
Agreement shall continue in full force and effect for a period of three (3) years, ending on March 11,
2017. The time for completion of the services to be performed by Consultant is an essential
condition of this Agreement. Consultant shall prosecute regularly and diligently the work of this
Agreement according to the agreed upon schedule of performances set forth in Exhibit "A"
(attached). Consultant shall not be accountable for delays in the progress of its work caused by
any condition beyond its control and without the fault or negligence of Consultant. Delays shall not
entitle Consultant to any additional compensation regardless of the party responsible for the
delay.
SCOPE OF SERVICES (Exhibit"A") - Exhibit "A" is amended as follows:
Add the following additional scope of work to the Council Chamber:
1. Add the capability in the design for the speaker timer to be overlaid on presentation
displays viewed in the Chamber
2. Add the capability in the design for each dais seat to have a digital nameplate that has
dynamic content based on meeting type and seat occupant
3. Update the design to include camera that will allow the planning board to be used in
production.
4. Includes four(4) onsite meetings
5. Includes electrical requirements for the additional equipment
The Compensation identified on Exhibit "A" is hereby amended as follows:
Compensation for additional scope of work to the Council Chamber shall be hourly based upon the
standard rates of the Audio Visual Consultant and his Consultants, not to exceed the following:
• Construction Documents in the amount of$9,450
Total Contract amount is increased by$9,450 and amended to a total amount of$84,130.
39
PURCHASE ORDER SUMMARY
Purchase Order Number(s): 14-0871
Agreement Number: 6503
Original City Manager Approval: March 11, 2014
Original Contract Amount: $ 24,890
Amendment No. 1 $ 30,700
Amendment No. 2 $ 10,000
Amendment No. 3 $ 9,090
Amount of This Increase $ 9,450
Amended Total: $ 84,130
Account Number: 001-1231-50039
40
Except as specifically amended by this Amendment No. 4, all terms and provisions of Agreement
No. 6503 remain in full force and effect.
ATTEST: CITY OF PALM SPRINGS,
a California charter city
By:
City Clerk By:
City Manager
APPROVED AS TO FORM:
By
City Attorney
CONSULTANT: Triton Technology Solutions, Inc., a California Corporation
Check one:_Individual _Partnership XCorporation
Corporations require two notarized signatures: One signature must be from the Chairman of Board,
President, or any Vice President. The second signature must be from the Secretary, Assistant Secretary,
Treasurer, Assistant Treasurer, or Chief Financial Officer).
By: Notarized Signature of Chairman of Board, President By: Notarized Signature Secretary, Asst. Secretary,
or any Vice President Treasurer,Asst.Treasurer or Chief Financial Officer
Name: Name:
Title: Title:
41