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HomeMy WebLinkAbout2012-11-28-CMB-min �`� sumisR"!". TOWN OF LEXINGTON .�, F` Ad hoc Cary Memorial Building Program Committee v: „ .5 (AhCMBPC) Ti fan APRIL Fr A November 28, 2012, 7:30 PM 1625 Massachusetts Avenue Cary Hall, Ellen Stone Room Present Members (Bonnie Brodner, Nancy Shepard and Hank Manz), Liaison CEC (William Hurley), Liaison PBC (Gary Lerner), Liaison CAC (Linda Roemer), Staff(Michelle Stevens), Administrator (Pat Goddard), and Consultant (Don Mills) Absent Members (Fred Johnson and Wendall Kalsow) and Liaison AC (Richard L Neumeier) The minutes were recorded by Jean Curran The meeting convened at 7 30 p m I. Review Alternates 1 through 5 from Outline Specifications (1 November 2012) Nancy Shepard turned the item over to Don Mills who went over each Alternative describing the main points so that the Members could decide whether to include and recommend these alternatives to the project Alternate 1 Civil Room Accessibility Members discussed how the front row of balcony seats would need to be removable in order for handicap access to the Civil Room There are currently two other meeting rooms of the same size that are handicap accessible, the Legion Room and the Ellen Stone Room The cost to make the Civil Room accessible would be $69,000 in construction costs plus 25% related construction costs as well an additional $8,000 audio/visual costs plus 25% related project costs would bring the total cost close to $100,000 Motion Not To Recommend Civil Room Accessibility (Manz, Brodner) The Motion was Approved (3-0) Alternate 2 Replace Existing Chiller Members discussed (i) the mechanical advantages of replacing the existing 12 year old Chiller which has a typical lifespan of 20 years, (ii) existing refrigerant is no longer made, (iii) purchasing a smaller 120 ton Chiller would be more cost efficient because Chillers run more efficiently when run at full capacity and (iv) if the chiller were moved to a new location, there would be no need to purchase a sound attenuation package for the existing Chiller and no need to purchase thicker windows for the rooms near the Chiller Also discussed was whether later on down the line if a second chiller was needed could be it purchased and the answer was yes There will be an operating cost savings involved with the purchase of a new Chiller The cost of the new chiller is approximately $166,000 plus 25% related project costs for a total of$207,500 Motion to Accept Alternate 2: Replace Existing Chiller (Manz, Brodner) The Motion was Approved (3-0) Alternate 3: Variable Acoustics in Hall. Members discussed the acoustic baffles which are multi-layered fabric for speech events that would be cut into the ceiling and would be used to make speech events more intelligible These drapes would cover the walls but not the windows in the balcony area Also discussed was the need to replace the existing sound system (as part of the base project cost) which is essential for things beyond speech The cost for the variable acoustics is approximately$172,000 plus 25% related project costs for a total of$215,000 Maria Haynes, Lexington resident shared that she works with hearing impaired individuals and feels they would really want the speech reinforcement system She also inquired about an FM system for broadcasting Don Mills responded to Ms Haynes stating that the assisted listening system is included in the speech reinforcement package Wendall Kalsow joined the meeting to listen only Motion to Approve Alternate 3 Variable Acoustics in Hall (Manz, Shepard) The Motion was Approved (3-0) Alternate 4: Dance Floor at Hall Stage. Members discussed improving the existing surface for dance and thrust stage as well as the potential users There would still be a maple floor but it would be lifted up and rebuilt on resilient pads to add cushion The cost is approximately $100,000 Pat Goddard shared that Janet Post sent him an email regarding the reasons why the dance community has not used the Auditorium in the past, namely because of insufficient lighting, poor sound quality and the vinyl surface of the temporary thrust stage Each of these items is being addressed by the base project The Alternate suggests providing a sprung maple floor for the existing stage and permanent thrust stage David Kanter. Town Meeting Member cautioned members about spending $100,000 on a limited utility of the building Don Mills reminded the members that the thrust stage will be permanent after construction Hank Manz shared his concern regarding how much need there is going to be for dance performances Members then discussed that $100,000 was a lot of money to spend for an unknown amount 2 Motion to Accept Alternate 4: Dance Floor at Hall Stage (Shepard, no second) The Motion Failed Alternate 5: Audiovisual Improvement (menu of 17 options). Members discussed Acentech's Preliminary Audiovisual System Program Report dated October 17, 2012 which defines the audiovisual system technologies utilized for the different spaces and presents a budget for the systems If all the add-alternates were taken the cost would be $1,028,750 Brian Masiello of Acentech reviewed the following with the members A Auditorium Base Audiovisual System with Add-Alternates 1-9 The audiovisual in the Auditorium is budgeted for $167,000 which consists of a sound system used for speech reinforcement and program audio playback The base system includes wired microphone inputs and two dual-channel wireless microphone systems, an automatic microphone mixer, a manually controlled digital mixing console and associated processing and amplifiers The base also includes 4 wireless microphones and the infrastructure to add more if required The following Add-Alternates 1-9 branch off of the base system Add-Alternate 1, Left/Right Loudspeakers ($17,400), Add-Alternate 2, Production Communication/Intercom ($8,200), Add-Alternate 3, Additional Wireless Microphones ($36,700), Add-Alternate 4, Portable Loudspeakers ($3,700), Add-Alternate 5, Motorized Projection Screen ($80,200), Add-Alternate 6, Broadcast Video Production System ($83,900), Add-Alternate 7, Lobby Audio ($5,000), Add-Alternate 8, Lobby Video Displays ($37,800), and Add-Alternate 9, Green Room Video and Audio Monitoring ($6,900) Members discussed which upgrades they felt were appropriate as well as timing and funding and would they be able to communicate these add-alternates to the community and the BOS The total cost for the audiovisual with all add-alternates will be $823,000 plus 25%for related project costs bringing the total to over$1,000,000 David Kanter,Town Meeting Member reminded the committee that there is a placeholder in the Warrant He then encouraged the committee to keep moving forward in their discussions and decisions Members felt at this point that they would like to keep Add-Alternates 2, 4, 6, 7 and 9 and no to Add-Alternates 1, 3, 5 and 8 B Small Meeting Rooms ($8,100 per room) Audiovisual is necessary for the Ellen Stone Room and the Legion Room, but not the Civil Room ($16,200) C Estabrook Hall Video projection and sound reinforcement system ($49,000) D Bird Room This room will be accessible ($40,800) E Meeting Room Add-Alternates Alternate 1 —motorized video camera ($14,000) a fixed camera added to each meeting room to broadcast out through LexMedia Members discussed the 3 possibility of having camera ports installed instead of wall mounted cameras in each room which would be more cost effective Add-Alternate 2—video distribution to meeting room displays ($33,800) cameras could be used in broadcast system and then could be played for overflow crowds Motion in Favor of Add-Alternates A2, A4, A6, A7 (with modification) and A9, Add- Alternate B, C, D and Add-Alternate El with Camera Ports Only (Manz, Brodner) The Motion was Approved (3-0) Patrick Goddard brought forth a recommendation from the Communications Advisory Committee that Town include wireless Internet access ("WiFi") capability as of the renovation of Cary Hall and if this is not able to be part of the renovation, recommends that data communication wiring be installed to support an eventual WiFi capability as well as other data communication capabilities such as a secure access to the Town's information technology infrastructure and wired Internet access from key locations in the building David Kanter,Town Meeting Member inquired about LexMedia's role Don Mills shared that they have not yet broken out what LexMedia will contribute and what their broadcasting support needs will be Hank Manz, shared his feelings on being able to participate remotely and hopes that soon this will be allowed Michelle Stevens, Liaison to the Town Manager inquired about how much staffing from the technology department will be required should the WiFi capability be taken into consideration The members further discussed how the Town receives its Internet access and what if any problems would arise by allowing the general public to have access to the Town's system Also discussed was whether or not this should be considered part of the project Don Mills proposed Add-Alternate 6 which is related to the configuration of the thrust stage and accessibility to the stage and Green Room The permanent thrust stage currently ends before the sidewall in order to make room for access to the proposed wheelchair lift at the former orchestra pit stairs The width of the proposed thrust stage is similar to the width of the existing temporary thrust stage Another solution for providing access to the wheelchair lift that would allow the thrust stage to abut the sidewall would require reconstruction of the adjacent exit stairway on the other side of the wall The cost to relocate the accessibility entrance would be approximately $175,000 This cost would allow the permanent thrust stage to be wider and the fit nicely against the sidewall, improving the usability of the stage The members discussed this feature and agreed to consider this as an Alternate to the base project Renderings and animations of the new stage will remain as originally conceived without incorporating this Alternate Motion to Accept Add-Alternate 6 as an Add-Alternate (Manz, Brodner) The Motion was Approved (3-0) 4 II Project Scope Improvements If funds allow, we can modify to reflect about we talked about tonight III Public Meeting Content and Timing Members discussed timing of a public meeting but no firm date was recommended V. Recommended Update for 2014 Capital Request. Patrick Goddard shared that he would like committee's input on the Capital request Members decided to have Don Mills update the budget from two weeks ago to reflect what was voted on this evening and provide an updated budget to Mr Goddard for distribution to the Committee The Chair and Mr Goddard will provide the CEC with the revised Capital Budget and provide an overview of why the numbers changed and that the final report will be coming shortly Motion to Authorize Patrick Goddard to take revised Capital Budget and resubmit to the Capital Expenditures Committee on December 6, 2012 (Shepard, Brodner) The Motion was Approved (3-0) VI. New Business There was no new business presented at tonight's meeting VII Approve Meeting Minutes for November 14,2012 Meeting Minutes for November 14, 2012 were not available The next meeting will be held on December 12th at 7 30 p m Motion to Adjourn (Manz, Brodner) The Motion was Approved (3-0) The Meeting Adjourned at 9 46 pm Documents Meeting Agenda, Recommendation of the Communications Advisory Committee Regarding Wireless and Wired Internet Access and Other Data Communications at Cary Hall, Email from Fred Johnson, Email from Janet Post to Patrick Goddard 5 Recommendation of the Communications Advisory Committee Regarding Wireless and Wired Internet Access and Other Data Communications at Cary Hall The Communications Advisory Committee (CAC) strongly recommends that the Town include wireless Internet access ("WiFi") capability as part of the renovation of Cary Hall. The CAC also recommends that if, for some reason,this cannot be done, the renovation should include the data communications wiring needed to support an eventual WiFi capability The renovation should also include wiring to support other data communications capabilities, such as secure access to the Town's Information Technology (IT) infrastructure and wired Internet access from key locations in the building This recommendation regarding WiFi is consistent with the CAC's report,Municipal WiFi in Lexington, May 2012 Why WiFi? The Town has two major objectives in renovating Cary Hall in addition to preserving the historical nature of the building One is to provide better facilities for Town uses, including large meetings, such as Town Meeting, in the Battin Auditorium, and to make more effective use of the Hall's smaller meeting rooms A second objective is to make the facility more attractive as a performance venue that can attract more events to the building, some of which will provide rental income to the Town Wireless Internet access throughout Cary Hall would support both objectives • Citizens, Town employees, and elected officials participating in meetings and other events could take advantage of the WiFi capability to access needed information while a meeting is in progress This can include access to public (or private) information on the Internet, as well as access to Town IT resources (for authorized users). • More and more, entertainment events, performances, and presentations rely on connectivity to the Internet for streaming media, including audio or video Even though "smartphone"and tablet access to the Internet through wireless communications carriers is becoming more and more prevalent,WiFi, which does not burden the user with wireless data charges, is still the predominant mode of Internet access In addition, most laptop computers have a WiFi capability,but not wireless carrier data Availability of WiFi Internet access is increasingly the norm in conference and exposition centers, and in other meeting and performance venues as well While today it is an amenity that today would make Cary Hall more attractive Communications Advisory Committee Recommendation re Cary Hall Page 2 to prospective users, in the future,the lack of WiFi is likely to become a factor that would inhibit such uses Wireless Internet access requires wiring WIFi is wireless as far as the individual user's device (laptop computer,tablet, or smartphone) is concerned However, a WiFi installation requires a wired connection to the Internet at some point. In a simple environment(for example, a residence or small retail space),this is typically a connection between a single Wireless Access Point and an Internet Service Provider (such as RCN,Verizon, or Comcast) In a large facility, or in a facility with dense masonry construction such as Cary Hall, providing consistent WiFi access throughout the facility requires a carefully designed network with multiple Wireless Access Points interconnected via appropriate data communications wiring. The time to install such wiring in Cary Hall is during the renovation of the building, while all manner of new wiring and other infrastructure is being installed While this WiFi wiring could be done at another time,there clear savings in time, expense, and inconvenience in installing all such wiring at the same time. Data communications wiring installed now can support WiFi as well as other needs The planned renovations offer a unique opportunity to wire all of Cary Hall— performance, meeting, and other spaces—for data communications. Some of this wiring can be used to support comprehensive wireless Internet access throughout the facility, as described above However,the CAC also recommends that the Cary Hall renovation include data communications wiring to support Town IT needs, as was done recently in the renovation of the Town office building Such wiring would enable Town staff to access IT resources in a secure way without using WiFi It would also enable dedicated high-bandwidth Internet access to be provided to performance and other spaces, for example to support high-definition streaming video in a performance space,without impacting general use of WiFi Internet access by others. Data communication wiring should be budgeted for and installed, along with other wiring, as part of the renovation program For example,Acentech has recommended installation of audio and video cabling to support program origination from a number of Cary Hall's meeting and performance spaces. It would be easy to "bundle" installation of high-bandwidth data communications wiring in with installation of audio and video wiring Given labor costs, adding additional data wiring to an installation is a cost-effective measure. Communications Advisory Committee Recommendation re Cary Hall Page 3 Wireless Internet access requires wiring Finally, it is important to note that providing WiFi access both to authorized town users and to the general public does not pose a security risk Security technology that is widely accepted and in common use today can be used to ensure that only authorized users have access to Town IT resources. By deploying such technology as part of a Cary Hall WiFi installation,there would be no risk to the Town's IT infrastructure November, 2012 Acentech CARP MEMORIAL HALL a. LI% w _ Js t cif ` 1 d y III ; � ` 3 it i PRELIMINARY AUDIOVISUAL SYSTEM PROGRAM REPORT Acentech Job No 622466 October 17, 2012 Prepared for Mills Whitaker Architects Prepared by Acentech Incorporated 33 Moulton Street Cambridge, MA 02138 617-499-8000 Cary Memorial Hall Audiovisual Program October 17, 2012 TABLE OF CONTENTS GENERAL SUMMARY 1 BUDGET SUMMARY 2 INTRODUCTION 4 AUDITORIUM 7 SMALL MEETING ROOMS 14 ESTABROOK HALL 16 BIRD ROOM 18 MEETING ROOM ADD-ALTERNATES 20 ARCH/MECH/ELEC. CONSIDERATIONS 21 Mills Whitaker Architects Page i Cary Memorial Hall Audiovisual Program October 17, 2012 1. GENERAL SUMMARY MilMili MI 1.0 GENERAL: This program report describes the audiovisual systems in for the Cary Memorial Hall, defines the audiovisual system technologies utilized for the different spaces, and presents a budget for the systems The program report also provides general costs for audiovisual system components and installation The client should review this document for conformity to user needs It must also be compiled with other related budgets such as network data distribution, furniture, millwork, electrical, and mechanical systems to provide a complete picture of the associated costs 1 1 ACENTECH'S BACKGROUND Acentech is an independent consulting firm specializing in the design of advanced sound, audiovisual and videoconferencing systems In order to provide unbiased consulting and design services, Acentech does not sell or install equipment and does not represent any dealer, distributor, or manufacturer 1.2 INFORMATION GATHERING: This report is based upon our telephone discussion and meetings with Mills Whitaker Architects and the Owner, review of the drawings, our experience on similar projects, and industry standards reflecting generally accepted design criteria The design team and owner will review this draft report and provide comments, after which we will modify the report and it will become the basis of design for the audiovisual systems This report is intended to be used as a starting point for discussions related to the specific needs of Cary Memorial Hall 1 3 DEFINING ADD-ALTERNATES At this early stage of the project it is important to capture all requested requirements for the various rooms in Cary Memorial Hall At this time we have identified possible Add-Alternates As the project moves forward we will update audiovisual system cost, along with any changes in needed capability Cary Memorial Hall will need to determine their priorities in setting the Add- Alternate schedule for final purchase If Acentech is chosen to move forward with the design of the audiovisual system contract documents, we expect that the complete system design will include the selected and optional Add-Alternates We will integrate into our design as much of the Owner's furnished equipment as reasonably possible as "Owner Furnished Equipment" (OFE) Mills Whitaker Architects Page 1 Cary Memorial Hall Audiovisual Program October 17, 2012 BUDGET SUMMARY 2.0 COST ESTIMATE SUMMARY: A. Auditorium Base Audiovisual System: $167,300 1 Add-Alt 1, Left/Right Loudspeakers $17,400 2 Add-Alt 2, Production Communication/Intercom $8,200 3 Add-Alt 3, Additional Wireless Microphones $36,700 4 Add-Alt 4, Portable Loudspeakers $3,700 5 Add-Alt 5,Motorized Projection Screen $80,200* 6 Add-Alt 6, Broadcast Video Production System $83,900 7 Add-Alt 7, Lobby Audio $5,000 8 Add-Alt 8, Lobby Video Displays $37,800* 9 Add-Alt 9, Green Room Video and Audio Monitoring $6,900 *Additional pricing has been provided for these options See description for further details B. Small Meeting Rooms ($8,100 per room x 3). $24,300 C. Estabrook Hall: $49,000 D Bird Room• $40,800 E. Meeting Room Add-Alternates. 1 Add-Alt 1,Motorized Video Camera $14,000 2 Add-Alt 2, Video Distribution to Meeting Room Displays $33,800 2 1 BUDGET NOTES A The installed cost of the audiovisual system is approximate, assumes the use of new equipment installed professionally by a qualified audiovisual system contractor, is provided with as-built documentation,and includes a one-year warranty covenng parts and labor B The estimates assume that the labor costs are 40%greater than the total of equipment list prices This figure accounts for equipment normally sold at some discount from list price and incorporates the costs associated with travel, installation, documentation,training and on-site maintenance for one year Installation cost is typically the greatest variable and is heavily dependent on factors such as site conditions, divisions of work between audiovisual system and other contractors, local market conditions and requirements for union labor C The estimates do not include costs for requirements such as electncal power,conduit, lighting fixtures, casework or any special architectural requirements Technical administration and staffing, as well as vendor-supplied service and maintenance beyond the initial one-year parts and installation warranty, are also not included in this estimate Mills Whitaker Architects Page 2 Cary Memorial Hall Audiovisual Program October 17, 2012 D The pncing represents the major divisions of equipment types required to meet the audiovisual system requirements identified at this time The equipment lists have been prepared for budgeting purposes only and reflect a general level of systems design The presence or absence any items should not be assumed definitive E The estimate includes installation and labor,but does not include the cost of taxes, General or Electncal Contractor markups, conduit or electncal power for the systems,millwork, or any special architectural requirements F The pncing must be compiled with other related budgets such as network data distnbution, furniture, millwork, electrical, and mechanical systems to provide a complete picture of the associated costs Mills Whitaker Architects Page 3 Cary Memorial Hall Audiovisual Program October 17, 2012 INTRODUCTION 3.0 INFRASTRUCTURE VS. EOUIPMENT: The distinction between infrastructure and equipment must be emphasized Infrastructure is part of the building construction and includes conduit, raceways,junction and device boxes, as well as electrical power and grounding required exclusively for audiovisual systems cabling and equipment Properly designed AV infrastructure allows for not only the installation of the initially specified equipment, but for the evolution of the systems over many years If proper infrastructure is provided, additional capabilities and equipment can be efficiently added later as technology progresses Equipment refers to the devices that can be connected through the infrastructure Equipment includes microphones, loudspeakers, mixers, signal processing gear, video projectors, flat-panel displays, cameras, DVD players, AV control systems, patch bays, equipment racks, and many other devices that comprise an AV system, including cabling interconnections to AV devices One thing is certain, equipment will continue to change over the life of the room as user needs and technology change For this reason, a properly designed infrastructure is the key to the long-term success of a thoughtfully conceived AV design project because it governs what can and cannot be easily installed in the future 3.1 EOUIPMENT NOTES AND DEFINITIONS: This report is not a technical specification and is insufficient to bid or build an AV system Except where useful to illustrate a standard of performance or a specific user requirement, equipment manufacturers and model numbers are not used • Permanently-installed refers to equipment that will be part of the room systems and cannot easily be removed for use elsewhere • Portable refers to equipment that will be available for connection at one or more locations, but will not be hard-wired to the system Portable equipment can be disconnected by the user or technical personnel and stored or used with systems elsewhere in the facility • Future Provisions refers to equipment that may be purchased and used or installed at a future date • OFE(Owner Furnished Equipment)refers to equipment that will be either already owned, or may be purchased in the future as needs anse • FBO (Furnished by Others or"by others")refers to any service or equipment(e g lighting) required but not a part of the AV system design or installation 3.2 LIGHTING AND ACOUSTICAL RECOMMENDATIONS Recommendations for lighting and room acoustics are guidelines only and should be reviewed by the architect and other consultants These guidelines do not include considerations for the installation of the audiovisual equipment which should be considered as additional points of light and noise Mills Whitaker Architects Page 4 Cary Memorial Hall Audiovisual Program October 17, 2012 3.3 GENERAL TECHNOLOGY OVERVIEW At this time, audiovisual systems are being transitioned from analog-formatted signals to digital systems While there is some need to maintain compatibility and usability between both the analog and digital worlds, the transition is proceeding and the analog"sunset" (the discontinued use of analog video signals)is fast approaching This program report assumes that digital video systems, backwards compatible with analog systems, will be used 3.4 PRESENTATION SYSTEMS: Presentation systems are the source, routing, and display devices that provide highly intelligible communication of speech, music, information, and graphics to groups of people This includes equipment such as microphones, loudspeakers, video projectors, flat-panel video displays, DVD players, computers, and the interfacing, mixing, routing and control equipment that connects these devices together and allows the user to select the appropriate sources and operate the system 3.5 BROADCAST SYSTEMS: Broadcast quality equipment and systems generally refer to audio and video devices (cameras, video recorders and editing equipment) of the highest quality, specifically designed for the recording, editing, and production at the commercial level, such as in cable and network television studios In general, broadcast quality equipment will be an order of magnitude more expensive than "professional" quality equipment Such equipment will be summarized in an add-alternate for this project 3.6 ASSISTIVE LISTENING SYSTEMS: Permanently installed Assistive Listening Systems (ALS) are required by the ADA(American with Disabilities Act), a 1990 federal law (2010 update)that forbids discrimination against persons who are hearing impaired ALS systems are required in rooms that include permanently installed sound systems and the content(voice and program)is part of the transmission of information 3.7 AUDIOVISUAL CONTROL SYSTEMS: Audiovisual control systems used in these facilities may be as simple as the handheld display control for very simple systems to more integrated control panels for the more complicated room systems Audiovisual control systems can be used to unify and simplify the operation of the various functions of the AV system This may includes environmental controls such as lighting presets and shade and drape controls, as well as audiovisual functions such as system and projector power, source selection and media transport controls, volume controls, and many other operational functions identified by the design team before the equipment will be installed Advanced functions of the AV control system include multi-level password protection for system operation to prevent unauthorized use, control of automatic system shut-down sequences (to reduce unnecessary wear and tear), and a help system interface for user experiencing technical problems Mills Whitaker Architects Page 5 Cary Memorial Hall Audiovisual Program October 17, 2012 3.8 CONTROL SYSTEM MANAGEMENT NETWORK: Networked AV management systems automate and streamline many technical support functions Built-in reporting provides the ability to track resource usage for more effective purchasing, scheduling and resource allocation These systems can reduce response times for service calls and technical supports issues, because system users and presenters can send help requests directly from the touch panels Technicians can respond with built-in instant messaging, then service and control devices remotely 3.9 GENERAL CONTRACTOR& MISC. SCOPE: The general contractor will supply all infrastructure requirements and the Owner will supply all LAN and workstation electronics Mills Whitaker Architects Page 6 Cary Memorial Hall Audiovisual Program October 17, 2012 AUDITORIUM 4.0 DESCRIPTION: The Auditorium will be used for used for a variety of events including live music and theater performances, dance, multimedia presentations with audio and video, chaired meetings, and lectures 4 1 AUDIOVISUAL EOUIPMENT The audiovisual system in the Auditorium will consist of a sound system used for speech reinforcement and program audio playback The base system will include wired microphone inputs and two dual-channel wireless microphone systems, an automatic microphone mixer, a manually controlled digital mixing console, and associated processing and amplifiers Each dual-channel wireless microphone system will include an interchangeable handheld or lavalier style microphone per channel Therefore, a total of four handheld wireless microphones and four lavalier microphones will be provided Four wireless microphones will be usable at any given time A central loudspeaker cluster will be located above and in front of the proscenium opening It will be used for speech reinforcement and playback of audio Supplementary"delay" loudspeakers will be provided to cover the rear balcony and under-balcony areas, and front-fill loudspeakers will be used in the stage apron The loudspeaker system will provide uniform audio coverage through the audience area, allowing the system to provide high levels of speech intelligibility and musical clarity The program report assumes that a central loudspeaker cluster will be provided to cover the audience floor and side balconies A more exact loudspeaker configuration will be developed for the auralization demonstration Connections for wired microphones and other audiovisual sources will be located on wall-mounted receptacle panels These will be located on the stage (upstage and downstage walls, and front face of the stage), the catwalk(if applicable), and within the house Audio press feeds will be available at receptacle panels The sound system will consist of two basic microphone mixing modes, automatic and manual These modes will be selectable from the wall-mounted control panel • Automatic Microphone Mixing Mode This mode will allow an end-user to simply connect a microphone to the system at one of multiple designated microphone receptacle locations Master volume control will be accessible from the control panels This will be the system's default setting and will be used for meetings and lectures For chaired meetings, additional controls will be made available from the audiovisual control system, allowing the chairperson to mute/unmute microphones • Manual Microphone Mixing Mode For events when more complex operation of the sound system is required, the automatic microphone-mixing can be bypassed and the system can be run by a trained operator Volume levels of microphones and other AV sources will be controlled from a 48-channel digital mixing console, providing a flexible variety of audio outputs that can be used for special effects, recording, and speech reinforcement The mixing console will be portable and can be placed on a desk within the Control Room, or Mills Whitaker Architects Page 7 Cary Memorial Hall Audiovisual Program October 17, 2012 can be moved within the house at a dedicated house mix position The mixing position desk will require ample space for operation of the console and other items such as scripts required for rehearsals or performances A stereo microphone will be suspended above the stage area and will connect to the audiovisual system A CD recorder will be provided for simple stereo recordings of performances Audio patching facilities will be included within the AV equipment rack, and will allow a user to re-route audio signals, or attach more complex audio recording equipment to the system We understand that Cary Memorial Hall already owns a video projector which is mounted in the Control Booth The audiovisual program document assumes that this video projector will be re- used, but equipment will be provided to support digital and analog video playback The projector will display motion video and still images onto an existing motorized projection screen (a projection screen upgrade is described later in this report as add-alternates) The system will support playback and distribution of digital and analog video formats including VGA, HDMI, DVI, composite, and S-Video AV sources devices, housed in the main AV equipment rack, will include a high-definition DVD player(Blu-Ray), and will include additional capability for the connection of an owner-provided source, such as a computer Additional audiovisual connections for portable AV equipment, such as a presenter's laptop computer, will be available on receptacle panels (two on the upstage side of the proscenium, and one in the Control Booth) An integrated control system will allow components of the audiovisual system to be operated from selected uniform control points, one wireless panel for use at the auditorium house control position, the control booth, or at a lectern (lectern provided by others), and a wall-mounted panel at the stage manager position on the stage The control points will provide the end-user with easy control and configuration of the regular functions of the audiovisual system, such as • Turn the system on/off • Make adjustments to the volume of the loudspeakers • Turn on/off delay loudspeakers • Recall lighting presets • Operate rack-mounted AV source equipment • Operate the video projector and projection screen • Recall mode presets The typical control system user interface is a color liquid crystal display (LCD)panel with a touch sensitive overlay Graphics displayed on the panel will easily guide the user through the operation of the audiovisual system A wireless assistive listening system is included to meet the requirements of the Americans with Disabilities Act Portable receivers will be stored centrally and issued to participants as required These receivers are for use by the patrons with hearing impairments In addition, inductive neck loop receivers will be provided for patrons with compatible hearing aids AV system processing, switching, control, and amplification equipment will be located in equipment racks located in the Auditorium Control Booth Mills Whitaker Architects Page 8 Cary Memorial Hall Audiovisual Program October 17, 2012 4.2 BUDGET: Auditorium Base Audiovisual System: Description Cost Wired Microphones $1,900 Wireless Microphones $16,200 AV Sources & Recording Devices $1,900 48-Ch Digital Mixing Console & Accessories $19,500 Audio Signal Processing & Distribution $6,500 Power Amplifiers $6,100 Loudspeakers & Accessones $19,400 Assistive Listening System $7,300 Equipment Rack, Rack AC Power, & Accessories $3,200 Control System, Touch-panels, & Accessones $7,300 Video Processing & Distribution $9,800 Connection Panels & Accessones $2,000 Miscellaneous (Patching Winn Multi-pin Snakes Etc 1 $14 300 Equipment Total $115,400 Installation & Other Non-Equipment(40%) $46,100 Contingency (5%) $5,800 Total Estimate $167,300 General Contractor &Miscellaneous Scope Services Description Cost Conduit& Electrical By Others Note All calculations are rounded to the nearest hundred dollars Mills Whitaker Architects Page 9 Cary Memorial Hall Audiovisual Program October 17, 2012 4.3 ADD ALTERNATES: Add Alternate 1: Left and Right Loudspeakers Left and right loudspeakers will be added to the sound reinforcement system These loudspeakers will be used for stereo audio playback, and can also be used for sound effects, which can be panned across the left, center, and right loudspeakers This add-alternate includes the pricing for the additional loudspeakers, as well as additional audio signal processing and amplification systems required Description Cost Equipment Total $12,000 Installation & Other Non-Equipment(40%) $4,800 Contingency (5%) $600 Total Estimate $17,400 Add Alternate 2: Production Communication/Intercom System An intercom system will be used for communication between production crew members at control locations, and relevant backstage spaces such as the Green Room and dressing rooms The typical intercom system includes either two or four channels AV connection panels within the Auditorium will include receptacles for the connection of intercom beltpacks Wall-mounted stations will be located in the other spaces The system will be provided with four single-channel beltpacks and 2 dual-channel beltpacks with headsets and cables Description Cost Equipment Total $5,600 Installation & Other Non-Equipment(40%) $2,300 Contingency (5%) $300 Total Estimate $8,200 Add Alternate 3 Additional Wireless Microphones Four additional dual-channel wireless handheld microphones will be provided, adding an additional eight wireless microphones to the system These wireless microphones will integrate easily with the wireless microphone systems provided in the base audiovisual system Description Cost Equipment Total $25,300 Installation & Other Non-Equipment(40%) $10,100 Contingency (5%) $1,300 Total Estimate $36,700 Mills Whitaker Architects Page 10 Cary Memorial Hall Audiovisual Program October 17, 2012 Add Alternate 4: Portable Loudspeakers Two powered loudspeakers will be provided These loudspeakers can be used as fold-back monitors for onstage use during performances and lectures Additionally, the loudspeakers can be used elsewhere on stage, or near any of the various AV receptacle panels within the house (receptacle panels are part of the base AV system) When connected to these receptacle panels, audio feeds can be sent to the powered loudspeakers from the audio mixing console, and can be used for sound effects A pair of tripod stands and cables will be provided for use with the portable loudspeakers Description Cost Equipment Total $3,700 Installation & Other Non-Equipment(40%) N/A Contingency (5%) N/A Total Estimate $3,700 Add Alternate 5: Motorized Projection Screen A large motorized video projection screen will be provided to replace the existing video projection screen Given the room geometry, an image height of 16'-0" is appropriate Therefore, the screen will include an overall image area of 16' high x 28'-5" wide (16 9 widescreen format) The projection screen will connect to the audiovisual control system for operation of the screen controls It is important to note that this add-alternate does not include costs for modifications to the existing video projector A different lens may be required in order to fill the image area Description Cost Equipment Total $66,900 Installation & Other Non-Equipment(15%) $10,000 Contingency (5%) $3,300 Total Estimate $80,200* *A lesser expensive option for this add-alternate is available This projection screen will include approximately the same dimensions and will also be motorized However, this option will not include a case that is used to house the screen when not in use The total price for this option is approximately $21,700. Add Alternate 6: Broadcast Video Production System Four motorized pan/tilt/zoom cameras will be provided for installation within the Auditorium The add alternate will also include a joystick controller for operation of the cameras, a video production switcher, two video display monitors (for program and preview), a rack console, and video interface equipment that will allow this sub-system to receive video feeds from the Auditorium's video presentation system (laptop feeds, etc) Mills Whitaker Architects Page 11 Cary Memorial Hall Audiovisual Program October 17, 2012 Wiring will be provided as part of this alternate to the Estabrook, Bird, Ellen Stone, Legion, and Civil rooms In each room, an HD-SDI and audio tie-line connection will be available that will connect to the Auditorium Control Room This will allow LexMedia to use a portable camera and microphone to record/broadcast events from these spaces Note During the programming meeting with the end-users, LexMedia had requested a total of five motorized pan/tilt/zoom cameras However, in order to have five cameras connected to the production switcher simultaneously, a more complex switcher is required Therefore, to keep consistency with the Lexington High School equipment, and reduce complexity and cost, we have reduced the total quantity of cameras in the Auditorium to four Description Cost Equipment Total $57,900 Installation & Other Non-Equipment(40%) $23,100 Contingency (5%) $2,900 Total Estimate $83,900 Add Alternate 7: Lobby Audio Ceiling-mounted loudspeakers will be distributed in the main lobby These loudspeakers can be used for monitoring of events during performances, background music, or to recall patrons during an event(using a chime) The add-alternate includes pricing for ceiling-mounted loudspeakers, and associated amplification and distribution equipment Description Cost Equipment Total $3,400 Installation & Other Non-Equipment(40%) $1,400 Contingency (5%) $200 Total Estimate $5,000 Add Alternate 8: Lobby Video Displays Two wall-mounted 46" professional video display panels will be located in the lobby These displays will be used to display digital signage (which can be used for wayfinding, displaying show times for events, or other announcements), or camera feeds from the auditorium Video content for digital signage can be provided as a computer feed (computer, by owner) The add-alternate includes pricing for the two video display panels, and upgrades the video processing equipment in the base equipment to accommodate the additional connectivity that will be required Description Cost Equipment Total $26,100 Installation & Other Non-Equipment(40%) $10,400 Contingency (5%) $1,300 Total Estimate $37,800* Mills Whitaker Architects Page 12 Cary Memorial Hall Audiovisual Program October 17, 2012 *A lesser expensive option for this add-alternate is available The same two wall-mounted video display panels will be provided, but the system will not allow for video feeds from the cameras Video content for signage will be provided as a computer feed(computer, by owner) The total price for this option is approximately $19,200 Add Alternate 9: Green Room Video and Audio Monitoring A wall-mounted 46" consumer level video display panel will be wall-mounted in the Green Room This display will be used to show a camera feed from one of the broadcast cameras in the Auditorium In addition, audio will be sent from the auditorium sound system to the video display panels' built-in speakers, allowing users in the Green Room to hear events as they are occurring within the Auditorium Description Cost Equipment Total $4,800 Installation & Other Non-Equipment(40%) $1,900 Contingency (5%) $200 Total Estimate $6,900 Mills Whitaker Architects Page 13 Cary Memorial Hall Audiovisual Program October 17, 2012 SMALL MEETING ROOMS MI 5.0 DESCRIPTION: Typical Small Meeting Rooms will include the following spaces 1 Ellen Stone Room 2 Legion Room 3 Civil Room Each Small Meeting Room will be used for used for multimedia presentations with audio and video 5.1 AUDIOVISUAL EOUIPMENT: The audiovisual systems for each Small Meeting Room will include a wall-mounted 70" video display panel The system will support playback of digital and analog video formats including VGA, HDMI, DVI, composite, and S-Video AV connections for a presenter's laptop computer and/or other portable video equipment will be available through a table-top cable enclosure installed in the meeting room desk These cables will route through a floor-box, and then be fed through conduit to the wall-mounted display Program audio playback (such as audio from a laptop computer)will occur through the integrated speakers in the video display panel Control of the AV system will occur via the handheld manufacturer-provided remote control Typical functions will include • Turn the system on/off • Select video source • Make adjustments to the volume of the loudspeakers A wireless assistive listening system is included to meet the requirements of the Americans with Disabilities Act A wireless transmitter will be provided with each meeting room Portable receivers will be stored centrally and issued to participants as required These receivers are for use by the patrons with hearing impairments 52 BUDGET Typical Small Meeting Room Base Audiovisual System• Description Cost Assistive Listening System $1,200 Video Display Panel $3,000 Connection Panels & Accessories $900 Miscellaneous (Patching Wiring Multi-pin Snakes Etc 1 $500 Equipment Total $5,600 Installation & Other Non-Equipment(40%) $2,200 Contingency (5%) $300 Mills Whitaker Architects Page 14 Cary Memorial Hall Audiovisual Program October 17, 2012 Total Estimate (per room) $8,100 Total Estimate (includes three rooms) $24,300 General Contractor &Miscellaneous Scope Services• Description Cost Conduit& Electrical By Others Note All calculations are rounded to the nearest hundred dollars Mills Whitaker Architects Page 15 Cary Memorial Hall Audiovisual Program October 17, 2012 ESTABROOK HALL millb M 6.0 DESCRIPTION: Estabrook Hall will be used for used for a variety of events including small performances, multimedia presentations with audio and video, meetings, and lectures 6.1 AUDIOVISUAL EOUIPMENT: The audiovisual systems for Estabrook Hall will include a ceiling-mounted video projector located towards the back of the room Images will be displayed onto a ceiling-mounted 78" high x 139" wide motorized projection screen The system will support playback and distribution of digital and analog video formats including VGA, HDMI, DVI, composite, and S-Video The sound system will be used for speech reinforcement and program audio playback It will consist of a pair of program audio loudspeakers located on the stage wall, and distributed ceiling- mounted loudspeakers for speech reinforcement Wired microphone inputs will be available at the stage location AV sources will include a Blu-ray player, and owner-provided sources such as a cable television receiver or computer AV connections for a presenter's laptop computer and/or other portable video equipment will be available through connections on receptacle panels located at the stage An integrated control system will allow components of the audiovisual system to be operated from selected uniform control points, one wired panel located to the side of the stage, and another wired panel located in back of the room The control points will provide the end-user with easy control and configuration of the regular functions of the audiovisual system, such as • Turn the system on/off • Make adjustments to the volume of the loudspeakers • Recall lighting presets • Operate rack-mounted AV source equipment • Operate the video projector and projection screen • Recall mode presets The typical control system user interface is a color liquid crystal display (LCD)panel with a touch sensitive overlay Graphics displayed on the panel will easily guide the user through the operation of the audiovisual system A wireless assistive listening system is included to meet the requirements of the Americans with Disabilities Act Portable receivers will be stored centrally and issued to participants as required These receivers are for use by the patrons with hearing impairments All fixed AV sources, system processing, switching, control, and amplification equipment for the rooms will be located within an equipment rack located in or near Estabrook Hall Mills Whitaker Architects Page 16 Cary Memorial Hall Audiovisual Program October 17, 2012 6.2 BUDGET: Estabrook Hall Audiovisual System: Description Cost AV Sources $400 Power Amplifiers $1,400 Loudspeakers & Accessories $1,500 Assistive Listening System $1,400 Equipment Rack, Rack AC Power, & Accessories $2,800 Touch-panels Controls & Accessories $5,100 Video/Audio Processing, Distribution, & Control $10,800 Video Projector& Accessories $3,000 Motorized Projection Screen $4,300 Miscellaneous (Winn etc 1 $3,000 Equipment Total $33,800 Installation & Other Non-Equipment(40%) $13,500 Contingency (5%) $1,700 Total Estimate $49,000 General Contractor &Miscellaneous Scope Services Description Cost Conduit& Electrical By Others Note All calculations are rounded to the nearest hundred dollars Mills Whitaker Architects Page 17 Cary Memorial Hall Audiovisual Program October 17, 2012 BIRD ROOM 7.0 DESCRIPTION: The Bird Room will be used for used for a variety of events including multimedia presentations with audio and video, meetings, banquets, and lectures 7.1 AUDIOVISUAL EOUIPMENT: The audiovisual systems for the Bird Room will include one wall-mounted 80" video display panel The system will support playback of digital and analog video formats AV sources will include a Blu-ray player, and owner-provided sources such as a cable television receiver or computer AV connections for a presenter's laptop computer and/or other portable video equipment will be available through connections on a wall-mounted receptacle panel The sound system will be used for speech reinforcement and program audio playback It will consist of distributed wall-mounted loudspeakers for speech reinforcement Wired microphone inputs will be available at the wall-mounted receptacle panel An integrated control system will allow components of the audiovisual system to be operated from one wired wall-mounted control panel The control point will provide the end-user with easy control and configuration of the regular functions of the audiovisual system, such as • Turn the system on/off • Make adjustments to the volume of the loudspeakers • Recall lighting presets • Operate rack-mounted AV source equipment • Operate the video display panels • Recall mode presets The typical control system user interface is a color liquid crystal display (LCD)panel with a touch sensitive overlay Graphics displayed on the panel will easily guide the user through the operation of the audiovisual system A wireless assistive listening system is included to meet the requirements of the Americans with Disabilities Act Portable receivers will be stored centrally and issued to participants as required These receivers are for use by the patrons with hearing impairments All fixed AV sources, system processing, switching, control, and amplification equipment for the rooms will be located within an equipment rack located inside a cabinet Mills Whitaker Architects Page 18 Cary Memorial Hall Audiovisual Program October 17, 2012 7.2 BUDGET: Bird Room Audiovisual System: Description Cost AV Sources $400 Power Amplifiers $1,200 Loudspeakers & Accessories $1,600 Assistive Listening System $1,400 Equipment Rack, Rack AC Power, & Accessories $2,300 Touch-panels Controls & Accessories $2,500 Video/Audio Processing, Distribution, & Control $10,800 Video Display Panels & Accessories $5,400 Miscellaneous (Winn , etc 1 $2,600 Equipment Total $28,200 Installation & Other Non-Equipment(40%) $11,200 Contingency (5%) $1,400 Total Estimate $40,800 General Contractor &Miscellaneous Scope Services: Description Cost Conduit& Electrical By Others Note All calculations are rounded to the nearest hundred dollars Mills Whitaker Architects Page 19 Cary Memorial Hall Audiovisual Program October 17, 2012 MEETING ROOM ADD-ALTERNATES 8.0 DESCRIPTION: The following add-alternates apply to the Small Meeting Rooms, the Bird Room, and Estabrook Hall 8.1 ADD ALTERNATES: Add Alternate 1: Motorized Video Camera This add-alternate includes the price for a single wall-mounted motorized pan/tilt/zoom camera system, compatible with the Broadcast Video Production System add-alternate included earlier in this report We understand that this add-alternate is primarily of interest for the Bird Room and Estabrook Hall HD-SDI video signals will be distributed to a patch panel in the Auditorium Control Room equipment rack so that they can interface with the LexMedia broadcast system Description Cost Equipment Total $11,200 Installation & Other Non Equipment(20%) $2,200 Contingency (5%) $600 Total Estimate $14,000 Add Alternate 2: Video Distribution to Meeting Room Displays This add-alternate is includes the price to upgrade the Auditorium video processing equipment, as well as provide the additional components required to distribute video from the Auditorium's Broadcast Video Production System add-alternate (included earlier in this report)to the five other presentation spaces (the three Small Meeting Rooms, the Bird Room, and Estabrook Hall) Video signals will be connected to the video display systems in each room, and will be selectable via their respective control systems or remote controls Description Cost Auditorium Video Processor/Switch Upgrade $13,700 Meeting Room Video Receiver ($1,400/ea x 5 rooms) $7,000 Miscellaneous (Winn etc 1 $2,100 Equipment Total $23,300 Installation & Other Non-Equipment(40%) $9,300 Contingency (5%) $1,200 Total Estimate $33,800 Mills Whitaker Architects Page 20 Cary Memorial Hall Audiovisual Program October 17, 2012 ARCH/MECH/ELEC. CONSIDERATIONS 9.0 ARCHITECTURAL: The following items should be considered for proper coordination between audiovisual components and other trades A Wall and Ceiling-Mounted Loudspeakers 1 Loudspeaker coverage patterns must not be obstructed 2 Structural support for mounting and hanging of loudspeakers B AV Equipment Rack Locations 1 The location of the equipment rack within millwork will require proper coordination with the Architect 2 Proper installation and service access space for fixed rack locations 3 For in-wall or millwork mounting racks will need blocking and/or ventilation C Equipment racks in closets will need over-height doors 1 Video/Data Display Systems 2 Support for the wall-mounted video displays will require further coordination with the Architect 3 Support for the ceiling suspended video projectors will require further coordination with the Architect 4 The mounting of the projection screens will require further coordination with the Architect 5 Coordination with the room curtains and lighting systems is required D Connection Panel Locations 1 Connection panel locations will require further coordination with the electrical engineer and the Architect E Wall-Mounted Antennas 1 Antennas for the assistive listening system and wireless microphones will be mounted on the wall F Floor Box/Poke-Through and Wall-Mounted Connection Panel Locations 1 Floor-box and wall-mounted Connection panel locations will require further coordination with the electrical engineer and the Architect G Hanging Microphones 1 Hanging microphones used for recording should not be located near noisy objects (such as video projectors) or in direct path airflow originating at HVAC supply vents H AV Millwork 1 AV equipment mounted in credenzas and/or lecterns will require proper coordination with the Architect Mills Whitaker Architects Page 21 Cary Memorial Hall Audiovisual Program October 17, 2012 9.1 MECHANICAL/ELECTRICAL: The following items should be considered for proper coordination between audiovisual components and other trades A AV Equipment Rack Locations 1 The location of electncal power, tel/data connections, and back-boxes and conduit will require proper coordination with the Architect and Mechamcal/Electrical Engineer (MEP) 2 Proper ventilation will be required to maintain proper cooling of sensitive audiovisual equipment B Video/Data Display System 1 The location of electncal power, tel/data connections, and back-boxes and conduit will require proper coordination with the Architect and Mechamcal/Electncal Engineer (MEP) 2 Coordination with the room curtains and lighting systems is required C Connection Panel Locations 1 Connection panel locations will require further coordination with the electrical engineer and the Architect D Wall-Mounted Antennas 1 Antennas for the assistive listening system and wireless microphones will be mounted on the wall E Floor Box/Poke-Through and Wall-Mounted Connection Panel Locations 1 Floor-box and wall-mounted Connection panel locations will require further coordination with the electncal engineer and the Architect F AV Millwork 1 AV equipment mounted in credenzas and/or lecterns will require proper coordination with the Architect 2 Proper ventilation will be required to maintain proper cooling of sensitive audiovisual equipment G AV Power Loads 1 The AC power supply to all audiovisual systems must be coordinated for panel loading and phasing Mills Whitaker Architects Page 22 Page 1 of 1 Patrick Goddard From: Johnson Fred [fredjohnsonl0@gmail corn] Sent Tuesday, November 27, 2012 5 33 PM To Patrick Goddard Subject: Re meeting Wednesday Hi Pat, As I mentioned to you, I'll be unable to chair the meeting tomorrow night(though I'll be in the building (Estabrook) and textable on my cellphone if needed for a vote in the event of less than a quorum) I met with Wendy who said we needed to get a final number to the CPC by Friday (11/30) and that we should be prepared to present to them at their meeting on December 6 (I have the date on my calendar) My positions on the questions raised in the agenda are as follows Civil Room Accessibility -we should apply for a waiver to allow for leaving the room inaccessible The other work being done massively improves accessibillity (stage, dressing rooms, Bird Room, front of building), making this room this would require not just capital expense in the project, ongoing expense in moving chairs, and result in a relatively inconvenient path for users Replace existing chiller -yes, the present chiller will be close to the end of its useful life when the project is done, and the new chiller can be reduced in scale to more accurately reflect the needs of the two buildings it serves, at lower operating cost Variable Acoustics in Hall - yes, the impact of damping the reverb in the Hall on speech intelligibility will be great enough to warrant the expense Dance Floor at Hall Stage - Since there's apparently no significant increase in cost to provide a floor on the new thrust stage that would be appropriate for dance use, I'd go for it I question whether we should resurface the existing stage Audiovisual Alternates - I'd recommend we include all that serve primarily the needs of public meeting uses Exceptions might be alternate 5, the motorized projection screen which is costly and we already have a useable screen in place (a similar situation to the acoustic shells), b) alternate 6, the broadcast video production system -to the extent it might be financed by Lexmedia Hopeful this is helpful I'm sorry to be missing the meeting On Nov 26, 2012, at 12 29 PM, Patrick Goddard wrote <Meeting Agenda 11 28 2012 doc> Fred Johnson 4 Stetson Street Lexington, MA 02420 781-248-0970 frediohnsonl0(a�gmall corn 1/10/2013