Loading...
HomeMy WebLinkAbout1/3/2007 - STAFF REPORTS - 2.N. OF PALM S AP u` City Council Staff Report ' cA<lFOft��P^ ---- JANUARY 3, 2007 CONSENT CALENDAR Subject: AWARD OF CONTRACT FOR THE PALM SPRINGS ENTRY SIGN CONSTRUCTION, CITY PROJECT 04-12 From: David H. Ready, City Manager Initiated by: Public Works and Engineering Department; Community& Economic Development Department SUMMARY At the request of the Community & Economic Development Department, Public Works & Engineering has bid the plans and specifications for the construction of the Palm Springs Entry Sign at the Visitors Center, 2901 N. Palm Canyon Drive. Award of this contract will allow the construction of the sign to proceed. RECOMMENDATION- 1) Adopt Minute Order No. "APPROVING AGREEMENT NO. IN THE AMOUNT OF $172,600-00 WITH DATELAND CONSTRUCTION, INC. FOR THE PALM SPRINGS ENTRY SIGN CONSTRUCTION, CITY PROJECT 04-12," and 2) Authorize the City Manager to execute all necessary documents. STAFF ANALYSIS: In 1997, the Parks and Recreation Director and Planning Commission began discussing the need for a citywide signage program. The Public Arts Commission was eventually asked by the City Council to take on the project and develop a design and a program. In February 1998 the Public Arts Commission approved a competition for artists to submit design concepts for signage for the City's entry points. The Public Arts Administrator presented the proposed project to Council at a Study Session on March 11, 1998. The RFP was prepared in January 1999 with a deadline of April 9, 1999. The original RFP had ITEM NO.- 2 lu- City Council Staff Report January 3, 2006 - Page 2 Palm Springs Entry Sign Construction (CP 04-12) a $50 entry fee, posted on the internet, mailed nationally and included university and high school students. The RFP also included a $5,000 cash award for the winning design. By the deadline only 14 entries had been received. The Commission voted to revise and reissue the RFP, extend the deadline to October 22, 1999 and eliminate the$50 entry fee. Fifty-Two entries were received, of which 23 entries were eliminated. An Advisory Panel which included members from the Historic Site Preservation Board, Human Rights Commission, Parks and Recreation Commission, Planning Commission, Chamber of Commerce, MainStreet, Palm Springs Modern Committee, and VillageFest, reviewed the entries and narrowed the field to twelve finalists. In May 2000, however, a consensus could not be reached. The RFP was closed with no winner selected. In October 2000, the project was referred back to the Public Arts Subcommittee to come up with another RFP and target only the design community. The Subcommittee met throughout the year and reviewed the top three designs from the previous RFP process. The Subcommittee eventually agreed to invite the three finalists to enhance their designs based on specific criteria that was not originally considered. The criteria included directional signs,the service club signs and smaller versions of the sign for other locations. In October 2001 the three finalists presented their designs to the Public Arts Commission for a final selection. The designs were also on display at City Hall for a 30-day period, allowing the general public to review the designs and vote on their favorite. On January 7, 2002, the Public Arts Commission selected the design created by the team of Tom Doczi, Gary Wexler and Jeff Jurasky. The Commission felt that the design concept best represented and complemented the mid-century modern architectural style found at the Tramway Gas Station (now the Visitors Center) and other areas in the City. The Design Team also integrated directional signs that could be placed throughout the city. The entryway sign was not built right away because no City funds were allocated for the project. The Commission felt they agreed to pay forthe design plans, but not for the actual construction costs. During the Spring of 2003, however, the City Council requested that the Public Arts Commission fund the construction of the sign near the new Visitors Center. In response, the Commission agreed to pay for the construction of the Highway 111 Entryway Sign near the new Visitors Center but asked that the City consider refunding the Public Arts Fund once the City's finances improved. In July 2003 an Agreement between the City and the Design Team was executed to create the construction plans and specifications to build the sign to be paid for from the Public Arts Funds. Understanding the City's budget challenges, the Commission agreed to pay for the construction of the sign but asked for modifications to the design in order to reduce the cost. The original estimates to construct the sign were in the$150,000 range. The Design Team was asked by the Public Arts Commission to work within a budget not to exceed City Council Staff Report January 3, 2006 - Page 3 Palm Springs Entry Sign Construction (CP 04-12) $80,000. The change to the budget modified the original design by decreasing the length of the decorative wall, eliminating the water feature and altering the landscaping. The Design Team was comfortable with the changes because the original design concept was not compromised. The redesign of the project was finalized in June 2004. Though the project budget was $80,000 and underthe amount specified in the Procurement Ordinance when the Council is required to approve Plans and Specifications priorto bidding, staff wanted to presentthe final plans to Council prior to going to bid to familiarize Council with the overall design and recent changes. The redesign was approved by Design Review on July 12, 2004 and the Planning Commission approved the project on July 14, 2004. At the July 21, City Council meeting staff was directed to work with the Design Team to redesign the Entryway Sign to return to the original concept of the "picture frame" to capture the mountain backdrop. The amended Entryway Sign plan reflects the changes that were suggested by the Council, Public Arts Subcommittee and Staff. Staff was requested to proceed with finalizing the construction plans and the bid process in order to keep the project on track. Once bid, the project was to come back to the Council with the Award of the Contract to the successful bidder. Funding for the construction of the entryway sign will come from the Public Arts Fund. This project was previously bid in August 2005 but no bids were submitted. The plans and specifications were prepared by TKD Associates, Inc. and Department staff, and on November 21 and 28, 2006, the project was advertised for bids, and at 2:00 P.M. on December 12, 2006, the Procurement and Contracting Division received construction bids from the following contractors: 1. Dateland Construction, Inc., Coachella 2. America West Landscape, Inc., Downey 3. Landmark Site Contractors, Perris Refer to Attachment 1 for the Bid Summary. The Community and Economic Development Department was unable to obtain a revised estimate from TKD Associates. The low bid was submitted by Dateland Construction, Inc. The company is a California corporation, and its officers are:James Richert, President and Judi Claytor, Secretary. FISCAL IMPACT: Finance Director Review: Funding for this project will be available, in Public Arts account 150-4408-50015. City Council Staff Report January 3, 2006 - Page 4 Palm Springs Entry Sign Construction (CP 04-12) David J. Barakian Thomas J. Wil Direct of Publorks/City Engineer Assistant City Manager-Development Services Jo4 Ray and Dire Community and Economic Development David H. Ready City Manager Attachments: 1. Bid Summary 2. Minute Order ATTACHMENT BID SUMMARY PALM SPRINGS ENTRY SIGN CONSTRUCTION City Project 04-12 BID SUMMARY 1. Dateland Construction, Inc. $172,600 2. America West Landscape, Inc. $267,684.67 3. Landmark Site Contractors $359,000 ATTACHMENT MINUTE ORDER APPROVING AGREEMENT NO. IN THE AMOUNT OF $172,600.00 WITH DATELAND CONSTRUCTION, INC., FOR PALM SPRINGS ENTRY SIGN CONSTRUCTION, CITY PROJECT 04-12 I, James Thompson, City Clerk of the City of Palm Springs, hereby certify that this Minute Order approving Agreement No. in the amount of $172,600.00 with Dateland Construction, Inc., for the Palm Springs Entry Sign Construction, City Project 04-12, was adopted by the City Council of the City of Palm Springs, California, in a meeting thereof held on the 3' day of January, 2007. James Thompson, City Clerk