HomeMy WebLinkAbout7/6/2016 - STAFF REPORTS - 2.L. ,OQ?ALM S.
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cq<lFORa�P City Council Staff Report
Date: July 6, 2016 CONSENT CALENDAR
Subject: APPROVAL OF PLANS, SPECIFICATIONS AND ESTIMATE (PS&E)
AND AUTHORIZATION TO BID THE PALM SPRINGS LIBRARY LED
INFORMATION SIGN, CITY PROJECT NO. 15-28
From: David H. Ready, City Manager
Initiated by: Engineering Services Department
SUMMARY
The construction documents (Plans, Specifications and Estimate) are 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
project will allow staff to proceed with this public project, with an estimated cost of
$105,000.
RECOMMENDATION:
Approve the plans, specifications and estimate and authorize staff to advertise and
solicit bids for the Palm Springs Library LED Information Sign, City Project No. 15-28.
STAFF ANALYSIS:
In 2014 the Library Board initiated a new capital project to install an electronic message
display monument sign at the southeast corner of Sunrise Way and Baristo Road, as a
means of communicating information to the public. The Library Board coordinated a
preliminary monument sign design prepared by Best Signs, which is represented in
Figures 1 and 2 on the next page.
ITEM NO.
City Council Staff Report
July 6, 2016—Page 2
Approve RFB CP15-28, Palm Springs Library LED Information Sign
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Figure 1
Figure 2
The installation of the proposed electronic message display monument sign is
considered a public works capital project, and required preparation of appropriate
designs and specifications for public bidding. The Library Board requested the City's
Engineering Services Department undertake the necessary steps to deliver this project
on behalf of the Library. Therefore, staff requested proposals from the City's various
on-call landscape architectural firms to provide the necessary professional services to
prepare contract documents for the project.
02
City Council Staff Report
July 6, 2016 -- Page 3
Approve RFB CP15-28, Palm Springs Library LED Information Sign
On October 21, 2015, the City Council approved an "On-Call" Landscape Architectural
Services Agreement, (A6785), with David Evans and Associates, Inc. ("DEA"), to
perform as-needed landscape architectural professional services for a variety of future
City projects. On November 4, 2015, staff requested cost proposals from our on-call
landscape architectural firms for the Palm Springs Library LED Information Sign, City
Project No. 15-28, (the "Project"). Subsequently, on November 19, 2015, staff received
a cost proposal from DEA in the amount of $18,340 to prepare final design plans and
specifications for the construction of an LED informational sign monument at the Palm
Springs Library, located at 300 S. Sunrise Way.
The scope of work includes a cast-in-place concrete monument sign, electronic
message center displays, minor turf removal, soil preparation, electrical system, lighting
fixtures, rock cobbles, decomposed granite, decorative boulders, planting and irrigation,
and all appurtenant on the southeast corner of S. Sunrise Way and E. Baristo Road.
The location of the site of the proposed monument sign is shown in Figures 3 and 4.
SITE LOCATION
SIGN LOCATION
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Figure 4 — Sign Location
Figure 3 — Site Location
The final monument sign design provides for a total of 29.11 square feet of sign area,
consisting of 24.75 square feet of electronic message display, with "Palm Springs" and
"Public Library" modern text lettering attached to the sign structure representing another
4.36 square feet. Construction details for the monument sign are provided in Figures 5
and 6.
03
City Council Staff Report
July 6, 2016 -- Page 4
Approve RFB CP15-28, Palm Springs Library LED Information Sign
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Figure 5 — Sign Detail
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Figure 6 — Sign Detail
The construction documents prepared by DEA have been reviewed and approved by
the City's Building Department. The proposed monument sign has also been reviewed
by the City's Planning Services Department under its Sign Permit/Sign Program Review
procedures, and the Planning Services Department has determined the architectural
changes to the Library building are appropriate and have issued approval through Case
No. 15.103.
The project includes removal of existing turf and landscaping and installation of new
desert landscaping, including golden barrel cactus, outback sunrise emu, cedros island
verbena, and new gold lantana, and hardscaping (decomposed granite and Arizona
cobble) as generally shown in Figure 7.
04
City Council Staff Report
July 6, 2016-- Page 5
Approve RFB CP15-28, Palm Springs Library LED Information Sign
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Figure 7 — Landscaping Detail
On June 23, 2016, the Library Board reviewed and approved the monument sign
details, and recommended that the City proceed with formal bidding of the project. The
contract documents are on file with the Public Works and Engineering Department.
Staff recommends that the City Council approve the contract documents and authorize
staff 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 are on file with the
Public Works & Engineering Department. The following tentative schedule has been
identified for the bid process:
Notice Inviting Bids to be posted: July 7, 2016
Deadline for receipt of bids: 3:00 PM, August 11, 2016
Contract awarded by City Council: September 7, 2016
05
City Council Staff Report
July 6, 2016-- Page 6
Approve RFB CP15-28, Palm Springs Library LED Information Sign
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 15301 "Existing Facilities," Class 1 projects
consist of the operation, repair, maintenance, permitting, leasing, licensing, or minor
alteration of existing public structures; therefore, the Palm Springs Library LED
Information Sign, City Project. No. 15-28 is considered categorically exempt from
CEQA, and a Notice of Exemption has been prepared and filed with the Riverside
County Clerk. A copy of the Notice of Exemption is included as Attachment 1.
FISCAL IMPACT:
A total of $70,000 was previously budgeted for the Project through the Library
Endowment Trust Fund (Fund 151). The final construction estimate for the Project is
$105,000. Staff is recommending that the City proceed with bidding this project to obtain
firm construction bids; following bidding, staff will report the bid results to the Library
Board and obtain direction on their recommendation to proceed to the City Council for
award, with an appropriation of additional funding at that time from the Library
Endowment Trust Fund. This project will be 100% funded through the Library
Endowment Trust Fund.
SUBMITTED:
Marcus L. Fuller, MPA, P.E., P.L.S. David H. Ready, Esq.
Assistant City Manager/City Engineer City Manager
Attachments:
1. CEQA Notice of Exemption
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Attachment 1
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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.O. Box 751
Riverside, CA 92502-0751
Project Title: Palm Springs Library LED Information Sian City Proiect No. 15-28
Project Applicant: City of Palm Sorinas
Project Location(Specific): Palm Springs Library,located at 300 S. Sunrise Way
Project Location(City): Cltv of Palm Sorinas Project Location (County): Riverside
Project Description: The scope of work includes the construction of an LED display informational monument sign including
foundation. The scope of work shall consist of minor turf removal, soil preparation, electrical system, lighting fixtures, installation
of rock cobbles, installation of decomposed granite, decorative boulder placements, landscape planting and irrigation, 90-day
landscape maintenance and all 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.21080(b) (1); 15268);
❑ Declared Emergency(Sec. 21080(b)(3); 15269(a));
❑ Emergency Project(Sec. 21080(b)(4); 15269(b)(c));
® Categorical Exemption. State type and section number: 15301 Class 1 (a)—Existing Facilities
❑ Statutory Exemptions. State code number:
Reasons why project is exempt: Class 1 consists of the operation, repair, maintenance, permitting, leasing, licensing, or minor
alteration of existing public structures, facilities, mechanical equipment or topographical features involving negligible or no
expansion of use beyond that existing at the time of the lead agency's determination. Interior or exterior alterations involving
such things as interior partitions, plumbing, and electrical conveyances, therefore, the Palm Springs Library LED Information
Sign,City Project No. 15-28, is considered categorically exempt from CEQA.
Lead Agency Contact Person: Marcus L. Fuller Area Code/Telephone/Extension: (760)322-8380
If filed by applicant:
1.Attach certified document of exemption finding.
2.Has a Notice of Exemption been filed by the public agency approving the project?❑Yes ❑No
Signature Date: 6/22116 Title: Assistant City Manager/City Engineer
® 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.
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