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HomeMy WebLinkAbout7/21/2004 - STAFF REPORTS (9) DATE: July 21, 2004 TO: City Council FROM: Public Arts Administrator via Director of Community& Economic Development REVIEWING AND APPROVING THE PALM SPRINGS ENTRYWAY SIGN FINAL CONSTRUCTION PLANS TO ALLOW STAFF TO PROCEED WITH THE BID PROCESS. RECOMMENDATIONS: That the City Council review and approve the Palm Springs Entryway Sign Final Construction Plans to allow staff to proceed with the bid process. BACKGROUND: In 1997, the Parks and Recreation Director and Planning Commission started discussing the need for a citywide signage program. The Public Arts Commission was eventually asked by the Council to take on the project and develop a design and a program. In February 1998 the Public Arts Commission approved opening a competition for artists to submit design concepts for signage for the City's entry points. The Public Arts Administrator gave a presentation about the proposed project to Council at a Study Session on March 11, 1998. The RFP was prepared in January 1999 with a deadline date of April 9, 1999. The original RFP had a $50 entry fee, was exposed on the internet, was 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 date only 14 entries had been received. The Commission voted to revise and reissue the RFP, extend the deadline date to October 22, 1999 and eliminate the $50 entry fee. Fifty-Two entries were received of which 28 entries were eliminated. An Advisory Panel was selected to assist the Commission in judging the designs. The Panel included people from the following organizations/commissions: the Historic Site Preservation Board; Human Rights Commission; Parks and Recreation Commission; Planning Commission; Chamber of Commerce; MainStreet; Palm Springs Modern Committee; and VillageFest. At a meeting in May 2000, entries were reviewed and narrowed to twelve finalists, 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 elements of the criteria included directional signs,the service club signs and smaller signs 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 1-10 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 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 denoted in the Procurement Ordinance where 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 12`h and the Planning Commission approved the project on July 141" Staff would like to proceed with the bid process during the month of August to try to complete the project before the season starts. 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 Fun . �- JON R. RA� IOND, CATHY VA HORN _DiKector of Co r munity& Economic Development Public Arts Administrator APPROVED. I�t1� C Manag r ATTACHMENTS: Construction Plans (on file with City Clerk) PUBLIC ARTS COMMISSION September 9, 2003 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 costs" but that the construction costs and.maintenance of the sign would be paid for by the City. Understanding the City's budget challenge and our mutual desire to construct the new sign,to p complement the Visitors Center project,the Commission voted to advance the$80,000, until such time h' 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. Although 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. Sincerely, o Cst en Chairman Public Arts Commission cc: David Ready John Raymond Cathy Van Horn OF YAM S l. P4' IV,a' ,. sr C'q<IFO RC��P' MINUTE ORDER REVIEWING AND APPROVING THE PALM SPRINGS ENTRYWAY SIGN FINAL CONSTRUCTION PLANS TO ALLOW STAFF TO PROCEED WITH THE BID PROCESS. I HEREBY CERTIFY that the Minute Order reviewing and approving the Palm Springs entryway sign final construction plans to allow staff to proceed with the bid process was adopted by the City Council of the City of Palm Springs, California, in a meeting thereof held on the 295E day of July, 2004.