HomeMy WebLinkAbout22 Lupine Plaza RFPSTAFF REPORT
CITY OF PALM DESERT
DEVELOPMENT SERVICES DEPARTMENT
DATE: June 10, 2021
PREPARED BY: Eric Ceja, Interim Director of Development Services
REQUEST: Request for direction for a future Request for Proposals (RFP) for
design work related to Lupine Plaza.
Recommendation
By Minute Motion, provide City staff:
1. Confirmation of contents for a future RFP for design work related to
Lupine Plaza.
2. Establish an ad hoc subcommittee to serve as a steering committee
working with a firm selected from the RFP.
Strategic Plan
• Tourism and Marketing — Priority 1: "Improve access to Palm Desert and its
attractions to enhance the ease of lifestyle."
• Transportation — Priority 1: "Create walkable neighborhoods and areas within Palm
Desert that would include residential, retail, services and employment centers, and
parks, recreation and open space to reduce the use of low occupancy vehicles."
Background Analysis
As a response to the COVID-19 pandemic, in September 2020, the City Council
authorized the creation of a temporary outdoor plaza and outdoor dining area at Lupine
Lane, north of El Paseo. Known as "Lupine Plaza," the outdoor area is an inviting open-
air dining destination consisting of artificial grass, tables, chairs, colorful umbrellas,
cabanas, string lights, and landscaping.
In May 2021, the City Council provided City staff with direction to extend existing
contracts to maintain Lupine Plaza through the summer and to provide other
enhancements to the dining and seating areas. In addition, City Council directed staff to
work through the process to establish Lupine Plaza as a permanent improvement for
continued use. This report is intended to educate the City Council on a possible
timeframe, public outreach efforts, and costs for the permanent improvements to
Lupine Plaza.
June 10, 2021 — Staff Report
RFP for Lupine Plaza
Page 2 of 3
Request for Proposals
Staff is preparing an RFP in which a specific scope of services will be developed when
soliciting engineering, architectural and planning design firms with similar experience. The
envisioned scope of services will require proposers to address the following:
• Define the area limits and what treatments, roadway closure methods, and
design approach is proposed along El Paseo and to the north.
• Provide a design that is welcoming, inviting, and enjoyable for a variety of users.
• Provide a design that allows the Plaza to be at the same height as the existing
curb face.
• Propose a method for cooling and shading inclusive of mist systems, water
features, shade trees, and shade structures.
• Propose a method to support future events (water, electrical, other sanitation
needs).
• Develop a landscape plan for decorative landscape.
• Provide a method for nighttime use and lighting.
• Provide a selection of aesthetically pleasing furnishings.
• Work with an artist to provide other art enhancements to the Plaza area.
• Provide additional concepts and design principles based on experience.
Ad Hoc Subcommittee and Public Outreach
Staff suggests that, once a design firm is awarded a contract, the City Council establish an
ad hoc subcommittee to work through design consideration and to assist in public outreach
efforts. In addition to assigned staff members from Public Works and Development
Services staff proposes the following subcommittee members:
• 1 City Councilmember
• 1 Planning Commissioner
• 1 Architectural Review Commissioner
• 1 Parks and Recreation Commissioner
• 1 Art in Public Places Commissioner
• 1 Board member from the El Paseo Merchants Association
• 1-2 Property owners adjacent to Lupine Lane
Staff believes the make-up of this subcommittee ensures adequate public participation from
stakeholders in the community. Additional public meetings to vet the design will also be
scheduled with the public at large to solicit feedback before finalizing design options.
\\srv-everyone\everyone\Staff Reports - Shared 2\Staff Reports 06-10-2021\4 - Clerk 06-10-21\22 RFP Lupine Plaza\01 Lupine Plaza RFP.doc
June 10, 2021 — Staff Report
RFP for Lupine Plaza
Page 3 of 3
Proposed Schedule
With the confirmation of the above items, staff will prepare and release the RFP towards the
end of June. Proposers would then have the month of July to prepare and submit their
proposals for review. Staff will review all proposals and bring back an award of contract to
the City Council in August.
Once awarded, the selected firm will work on design options with the assigned staff and the
ad hoc subcommittee. Staff anticipates this process will take approximately four to six
months, inclusive of public meetings and presentations to various boards and commissions.
Once the subcommittee is confident with a final design, staff will prepare a report and bring
the design to City Council for final consideration. It is anticipated that this will happen
sometime in Spring 2022.
Fiscal Analysis
There is no fiscal impact related to this request, however, once a firm is selected for design
and the project is planned, an appropriation will be necessary from General Fund reserve
unless other funding can be identified. Such funding could include the American Rescue
Plan Act funds allocated to the City.
LEGAL REVIEW
N/A
DEPT. REVIEW FINANCIAL REVIEW
Robert W. Hargreaves Eric Ceja, Interim Director Janet Moore
City Attorney of Development Services Director of Finance
City Manager L. Todd Hileman: L.. Todd
CITY COUNCIL ACTION
APPROVED V
RECEIVED
MEET G D
AYES. t' / •
NOES.
ABSENT: A
ABSTAIN: A
VERIFIED BY• i�(- � 2
Original on File with City Clerk's Office
DENTED
OTHER
(D•l0•ADA/
fit
p
(m
l/1
ASSISTANT CITY
MANAGER
.Andy Firestine
Andy Firestine
Assistant City Manager
\\srv-everyone\everyone\Staff Reports - Shared 2\Staff Reports 06-10-202144 - Clerk O6-10-21122 RFP Lupine PIaza\01 Lupine Plaza RFP.doc