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SR 12-05-2017 3A City Council Report City Council Meeting: December 5, 2017 Agenda Item: 3.A 1 of 6 To: Mayor and City Council From: Susan Cline, Director, Public Works, Civil Engineering Subject: Agreement for Third Street Promenade Fountain Enhancements Recommended Action Staff recommends that the City Council: 1. Award RFP# SP2491 to Concept Consultant, Inc., a California-based company, for maintenance and enhancements to the medians and fountains on the Third Street Promenade; 2. Authorize the City Manager to negotiate and execute an agreement with Concept Consultant, Inc., in an amount not to exceed $400,000 over a one-year period (including a $24,000 contingency). Executive Summary In the interest of preserving both the Downtown core's identity, and the Third Street Promenade’s economic vitality, the City seeks to refurbish the iconic dinosaur topiary fountains. Refurbishing is a re-investment in one of the City's key economic engines, helping our downtown district remain competitive and continue to offer an enjoyable experience in one of our key public spaces. In 1989, the City and the property owners on the Third Street Promenade had the foresight to invest in creating the experiential public space including renovation of the public right-of-way and other streetscape, part of which were two public art dinosaur topiary fountains on the promenade. These sculptures are iconic fixtures in this important community gathering place. Moreover, the Third Street Promenade has become a significant contributor to the City’s economic base, which makes this a prudent investment. Over time, the exposure to the elements, the surface finish and joints of the concrete dinosaurs are deteriorating, their surfaces discoloring, and there are water leaks. 2 of 6 Specifically, the scope of refurbishing the dinosaurs includes: resurfacing the exterior surfaces, re-plastering the fountain basins and installing a mosaic glass-tile band above the water line, upgrading four submersible up-lights within the fountain basins, removing 12 existing planter containers on the corner pilasters, and constructing new planters along the sides of the medians and fountains. Staff recommends Concept Consultant, Inc., a California-based company, for the Promenade fountain and median enhancements for a total cost of $400,000 over a one- year period (including a $24,000 contingency). Staff anticipate that construction would begin in early 2018, so as to avoid disruption to the retail businesses during peak, holiday season. Construction will last approximately four months. Background In 1989, after a two-year $10-million renovation project, the three-block-long, Third Street Mall reopened as the Third Street Promenade (Promenade). Envisioned by City officials as a place for people to gather, walk around, and enjoy outdoor cafes, restaurants, shops and live entertainment, the Promenade also included three medians, two of which included fountains and the now iconic topiary dinosaurs at both ends of the Promenade. The topiary dinosaurs and fountains were an instant focal point of the Promenade upon its opening, and a favorite element for residents and visitors alike. However, 30 years later these features are showing their age. Exposure to the elements, including the sun, rain, wind and moisture, as well as water leakages have eroded and discolored the once attractive finish of the red-brown, pre-cast concrete components of the medians and fountains. Additionally, the existing brown and green tone makes the water in the fountain basins appear muddy. In April 2016, Downtown Santa Monica (DTSM) engaged Suisman Urban Design to perform design services for the Promenade Fountain Enhancement Project. The design process included three components: 3 of 6  Documentation and analysis of current conditions;  Creation and delivery of design concepts and material suggestions; and  Schematic design and final construction-ready document delivery. DTSM and Suisman Urban Design participated in several rounds of discussions and comments with the City of Santa Monica before finalizing the construction drawings. The City’s Civil Engineering Division helped lead this project through the review phase with additional input from Architectural Services, Public Landscape, and Promenade Maintenance. DTSM and the design team also met with staff from the City’s Cultural Affairs Division to provide an overview of the project and identify any concerns related to protection of the topiary dinosaur sculptures. Discussion The scope of the project can be broken out into three overarching components, as illustrated in Attachment A:  Materials and Color;  Lighting and Electrical; and  Landscaping and Planters. Materials and Color The existing, original cast stone elements would remain but would be treated with new surface applied durable finish using a proprietary material called Lithocrete Presto. The design strategy is to transition from a dominant red-brown color to a more neutral gray palette in keeping with the rest of the Promenade furnishings. Additionally, the Lithocrete Presto finish would cover up water stains and cracks. The interior surface of the fountain basins would be finished in a light blue hue. The current brown-and-green tone of the materials makes the water appear muddy. A lighter color, plus additional mosaic tiles above the waterline of the fountain, would give the 4 of 6 water a more refreshing look as well as cover up existing blemishes. Lighting and Electrical The four submersible lights embedded in the fountain basins would be replaced with newer LED lights. Existing cylindrical pedestal lights and light fixtures found at the corners and ends of the medians would be removed. Landscaping and Planters In an effort to bring more greenery to the Promenade, an additional planter would be constructed on each side of the dinosaur topiaries by constructing a matching planter wall between each pre-cast pedestal on the outside of the railings. The existing fiberglass planters placed on the pre-cast pedestals would be removed and kept for future use elsewhere. Contractor Selection On June 12, 2017, the City issued RFP# SP2491 for Third Street Promenade Fountain Enhancements. The RFP posted on the City’s online bidding site, and notices were advertised in the Santa Monica Daily Press in accordance with City Charter and Municipal Code provisions. Forty firms downloaded the RFP, and the following three firms responded:  California Waters  Concept Consultant  ND Development Responses to the RFP were reviewed by a selection panel of staff from DTSM, Suisman Urban Design, and the City’s Civil Engineering Division. Following the internal review, City staff reached out to all three proposers for additional information on each firm’s capability and portfolio. Evaluation was based on the following selection criteria: documented experience on similar projects, a portfolio of completed projects, quality and thoroughness of the proposer’s work plan and timelines, and cost. Based on their 5 of 6 response and the overall proposal, ND Development was eliminated from further consideration since their proposal and portfolio, which mostly consisted of shade structures for playgrounds, did not demonstrate the requisite experience necessary for this project. Additionally, ND Development’s proposal did not identify Shaw and Sons as the subcontractor for the Presto Lithocrete component, a requirement of the design, for which an approved sole-source justification was provided in the RFP. On August 24, 2017, staff from DTSM, Suisman Urban Design, and City Civil Engineering Division conducted interviews with the two qualifying proposers. Following the interview, staff provided clarification on the revised scope of work to bring the construction cost within the available budget, and requested both proposers to submit a revised bid based on a reduced scope for the electrical and lighting component of the design, which were scaled-down to just the four up-lighting fixtures in the basins since those would need to be completed prior to re-plastering the basins. The remaining lighting components could be installed at a future date without affecting or damaging the work completed under this project. Based on the revised proposals and criteria in SMMC 2.24.73, staff recommends Concept Consultant, Inc. as the best qualified firm for this project. Concept Consultant has previously provided construction services for the City of Santa Monica on several projects including the Beach Improvement Group (BIG) Public Restrooms 16 and 17 located along Ocean Front Walk between Bay Street and the Santa Monica Pier, and the Dry Standpipe Replacement Project at Parking Structures 4 and 5, both in 2016. Additionally, Concept Consultant recently completed the Surf Legends Memorial for the City of Hermosa Beach in 2015. The memorial included a water fountain, lighting and landscaping and is located in front of the Hermosa Beach Community Center. Construction Notifications and Community 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, 6 of 6 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 properties and the surrounding community on the scope of the project, potential impacts, and construction schedule including weekly updates on the City’s website and in the Santa Monica Daily Press. Construction Schedule Upon approval of the contractor’s submitted shop drawings and mockups, staff anticipates that construction of the median and fountain enhancements would begin in February 2018 and take approximately four months. Financial Impacts and Budget Actions The contract to be awarded to Concept Consultant is for an amount not to exceed $400,000 (including a $24,000 contingency). Funds are available in the FY 2017-18 Capital Improvement Program Budget in account C019216.589000. Prepared By: Allan Sheth, Civil Engineering Associate Approved Forwarded to Council Attachments: A. Design Elements for Proposed Promenade Fountain Enhancements B. Concept Consultant Oaks Form 05.10.2016 Suisman Urban Design Promenade Fountain Enhancements DOWNTOWN SANTA MONICA • SUISMAN URBAN DESIGN • 5/10/2016Three Medians Wilshire Fountain Central Median Broadway Fountain DOWNTOWN SANTA MONICA • SUISMAN URBAN DESIGN • 5/10/2016Wilshire Fountain DOWNTOWN SANTA MONICA • SUISMAN URBAN DESIGN • 5/10/2016Central Median DOWNTOWN SANTA MONICA • SUISMAN URBAN DESIGN • 5/10/2016Broadway Fountain 05.10.2016 Suisman Urban Design Enhancements DOWNTOWN SANTA MONICA • SUISMAN URBAN DESIGN • 5/10/2016Existing DOWNTOWN SANTA MONICA • SUISMAN URBAN DESIGN • 5/10/2016Proposed DOWNTOWN SANTA MONICA • SUISMAN URBAN DESIGN • 5/10/2016Existing DOWNTOWN SANTA MONICA • SUISMAN URBAN DESIGN • 5/10/2016Proposed DOWNTOWN SANTA MONICA • SUISMAN URBAN DESIGN • 5/10/2016Existing DOWNTOWN SANTA MONICA • SUISMAN URBAN DESIGN • 5/10/2016Proposed 05.10.2016 Suisman Urban Design Materials, Color, and Lighting DOWNTOWN SANTA MONICA • SUISMAN URBAN DESIGN • 5/10/2016Materials & Colors DOWNTOWN SANTA MONICA • SUISMAN URBAN DESIGN • 5/10/2016Lighting DOWNTOWN SANTA MONICA • SUISMAN URBAN DESIGN • 5/10/2016Lighting REFERENCE – AGREEMENT NO. 10596 (CCS)