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HomeMy WebLinkAbout9/15/2004 - STAFF REPORTS (12) DATE: September 15, 2004 TO: City Council FROM: Public Arts Administrator via Director of Community& Economic Development REVIEWING AND APPROVING THE PALM SPRINGS ENTRYWAY SIGN CONCEPTUAL PLAN TO ALLOW STAFF TO PROCEED WITH THE FINAL CONSTRUCTION PLANS AND THE BID PROCESS RECOMMENDATIONS: That the City Council review and approve the Palm Springs Entryway Sign conceptual plan to allow staff to proceed with the final construction plans and bid process. BACKGROUND: 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 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 28 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. 81q The entryway sign was not built right away because no City funds were allocated for the project. The Commission felt they agreed to pay for the 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. (See attached letter dated September 9, 2003). 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 $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 is $80,000 and under the amount specified in the Procurement Ordinance when the Council is required to approve Plans and Specifications prior to bidding, staff wanted to present the 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 121" and the Planning Commission approved the project on July 10 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 would like to proceed with finalizing the construction plans and the bid process in order to keep the project on track. Once bid, the project will 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. JOHN� R. ' OND, CATHY V HORN L 6tar of ammunity & Economic Development Public Arts Administrator APPROVED City Manager ATTACHMENTS: Minute Order 9/9/03 Letter from Leo Cohen, Chairman Drawings to be presented at 9/15/04 meeting C5)4- F A PUBLIC ARTS COMMISSION ' September 9, 2003 i a Palm Springs City Council 3200 E.Tahquitz Canyon Way Palm Springs, California 92262 Dear Honorable Mayor and City Council Members: The Public Arts Commission voted at its July 10 meeting to approve the funding of the design and construction of the new Entryway sign. In addition to the approval of funding,the Commission modified the plans to establish a.construction budget not to exceed $80,000. Other modifications included reducing the size of the wall in both length and height and considering the alternative of Quickcrete decorative wall panels rather than poured-in-place concrete,which may reduce the cost. Another change to the plan may require that the terrazzo"compass" medallion be removed from the design plan if the cost is,prohibitive. The Entryway Sign was approved in concept more than two years ago, however,there has been no activity, until now,to move the project forward. The Commission always understood that they would pay for the"design casts' but that the construction costs and.maintenance of the sign would be paid for by the City. Understanding the CiVs budget challenge and our mutual desire to construct the new sign,to complement the Visitors Center project,the Commission voted to advance the$80,000, until such time the City is in a more fiscal solvent position. Essentially,the$80,000 construction cost is equal to our total art acquisition budget for this fiscal year. Therefore,the Commission feels strongly that at some point in the future, the City reimburse the cost of the sign. Althougli we know we cannot demand the city do so, the Commission would like the funds paid back over time so that we can continue to.provide high quality public art projects. Thank you for your consideration. We look forward to working with your staff to come up with a reasonable plan to reimburse the Public Arts Fund and to swiftly complete the new Entryway Sign. Since el', o en Chairman Public Arts Commission cc: David Ready John Raymond Cathy Van Horn of enLM a � c u C'9</FO RN�P 9p� s� MINUTE ORDER ;� ✓ REVIEWING AND APPROVING THE PALM SPRINGS ENTRYWAY SIGN CONCEPTUAL PLAN TO ALLOW STAFF TO PROCEED WITH THE FINAL CONSTRUCTION PLANS AND BID PROCESS I HEREBY CERTIFY that the Minute Order reviewing and approving the Palm Springs entryway sign conceptual plan to allow staff to proceed with the final construction plans and bid process was adopted by the City Council of the City of Palm Springs, California, in a meeting thereof held on the 15th day of September, 2004.