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SR-01-14-2014-3ECity of it Council Report Santa Moniea° City Council Meeting: January 14, 2014 Agenda Item: 3-E To: Mayor and City Council From: Martin Pastucha, Director of Public Works Subject: Award Contract for Third Street Promenade and Wilshire Boulevard Pilot Project Recommended Action Staff recommends that the City Council: 1. Authorize the City Manager to negotiate and execute a contract with AD /S Companies, a California -based company, in an amount not to exceed $96,811 (includes a 10% contingency) for the fabrication and installation of two map cases and one wayfinding pylon at the north -end of the Third Street Promenade near Wilshire Boulevard, as part of a pilot project. 2. Authorize the Director of Public Works to issue any necessary change orders to complete additional work within budget authority. Executive Summary This pilot project would install two custom designed and fabricated map cases, and one 32 -foot tall way- finding pylon at the north -end of the Third Street Promenade near Wilshire Boulevard as part of a pilot project comprised of new signs, map directories, news racks and updated light poles that would serve as a template for a larger makeover to create a more uniform look for Downtown. The Santa Monica -based design firm Suisman Urban Design was hired by Downtown Santa Monica, Inc. (DTSM) to develop the final design which was presented to the Architectural Review Board (ARB) on October 16, 2013. The City solicited proposals for the fabrication and installation of map cases and pylon at the Third Street Promenade. Staff recommends AD /S Companies as the best qualified firm to implement the pilot project at a cost not to exceed $96,811. Background In November 2011, Downtown Santa Monica, Inc. (DTSM) hired the Santa Monica - based design firm, Suisman Urban Design, to assess the existing infrastructure in Downtown and re- envision the Downtown streetscape and street furnishings with a I contemporary design that provides a unified visual identity making the City's vibrant center more attractive and easy to navigate. The final design, developed by Suisman Urban Design and presented to the ARB on October 16, 2013, creates a visual language that ties together the various street furnishings such as map directories, signs, street lights, news racks, benches, planters and two new proposed elements: way - finding kiosks and pylons. The proposed design replaces disparate elements over -laid over the past 30 years and integrates new signage systems so visitors who come on foot, bus, bike or car can easily find their way around to the parking, shops and cultural destinations. In addition to the map cases and pylon planned for installation under this pilot project, the City has contracted traffic signal and street light modifications at Third Street Promenade and Wilshire Boulevard to Dynalectric, Inc. under a separate purchase order in an amount not to exceed $20,500. Discussion Staff is currently working with DTSM and Suisman Urban Design to develop design and bidding documents for other components of the pilot project focused on upgrading two promenade light poles at Third Street Promenade and Wilshire Boulevard with contemporary looking energy- efficient LED fixtures; repainting the poles; and implementing improved mounting, wiring and data communication systems for the security cameras, cables, spot - lights, and seasonal lighting outlets currently attached to most poles. Also included in these design discussions for the pilot project are custom designed news rack condos that would group and organize the variety of existing news racks within a single container with a consistent visual branding. Contractor Selection On September 13, 2013, the City published a Request for Proposals (RFP) for the fabrication and installation of map cases and a pylon at the Third Street Promenade in accordance with City specifications. The RFP was posted on the City's online bidding site in accordance with City Charter and Municipal Code provisions. A total of 31 firms 2 obtained the RFP package. The City received three sealed proposals on October 17, 2013. Proposals were reviewed by DTSM, Suisman Urban Design, Planning, ISD and Public Works staff and evaluated on understanding of the project's scope, direct experience on similar projects including the firms' project portfolio, approach to the work, technical capabilities, qualifications of the proposed staff, cost of services, and the ability to meet the desired time frames. All three firms were invited for interviews on November 4, 2013 where they could present their portfolio, discuss their qualifications and answer questions from the review panel. Ampersand Signing Group, the firm with the highest base -bid, declined the invitation. Based on the selection criteria, AD /S Companies, located in Corona, CA, is recommended as the best qualified firm to implement this pilot project. AD /S provided the City with a portfolio of the highest caliber representing projects for clients including major big -box stores, Westfield Corporation in Century City, the Shore Hotel in Santa Monica, the City of Redondo Beach, Universal Studios, the Port of Los Angeles, the City of Upland, City Center Las Vegas, Children's Hospital of Los Angeles, McCarran Airport Las Vegas, and many more. During the interview AD /S demonstrated their capability, knowledge and ability to work collaboratively by discussing the proposed map case and pylon design in detail and suggesting alternative materials and optional design approaches to achieve the City's objective in a cost - effective manner. Staff also verified with the Contractor's State License Board that AD /S Companies' license is current, active, and in good standing. Construction Management and Public Outreach Construction management and public outreach for this project would be provided by City staff. Construction management would include inspecting the contractor's work during construction, verifying and documenting field changes and unforeseen conditions, monitoring and mitigating impacts as a result of the construction activities, attending contractor's safety meetings, attending periodic progress meetings, and maintaining all necessary inspection documentation relevant to the work conducted during construction. Public outreach would include notifications distributed to adjacent 3 properties and the surrounding community on the scope of the project, potential impacts including possible night work, and schedule of additional periodic updates, weekly updates on the City's "Know Before You Go" (KBUG) website and in the Santa Monica Daily Press. Construction Schedule Upon completion of final design and approval of contractor submitted shop drawings, fabrication for the map cases and pylon is anticipated to begin in March 2014 with installation planned for May 2014. Financial Impacts & Budget Actions The contract to be awarded to AD /S Companies is for an amount not to exceed $96,811 (includes a 10% contingency). Funds are available in the FY 2013 -14 Capital Improvement Program budget in account C010834.589100 for the fabrication and installation of two map cases and one way- finding pylon. Prepared by: Allan Sheth, Civil Engineering Associate Approved: Marti P stucha Director of Public Works Attachment: 1 — Pilot Project Overview 151 Forwarded to Council: Rod Gould City Manager 1 Y ' i - "/ � i? i 8 f itSI I - y t �!�91 y i ICI III IL. 1 I v ..r �w �� 5 � � �� x �� f?r , k. 4` „' � .. :�>r �; � � F LL M� ,. ,........ . ":.., r ^� I :. t i l Ira I � .' }. f �� i � �` t 1 t =. f #;. � �� ?n £�. •g �: -fir.-. � 2 ":. £ �1 Y �u vim' k fir. :may �*. Reference: Contract No. 9856 (CCS)