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HomeMy WebLinkAboutPalm Springs Art Museum in Palm Desert - Relocation of Boulder 872-12CITY OF PALM DESERT y..-- a CITY MANAGER'S OFFICE �. STAFF REPORT REQUEST: APPROVAL OF A PURCHASE ORDER IN AN AMOUNT NOT TO EXCEED $1,000 FOR THE RELOCATION OF A BOULDER AT THE PALM SPRINGS ART MUSEUM -PALM DESERT (PROJECT NO 872-12) AND APPROPRIATION OF $25,060 FOR PROJECT COSTS ABOVE THE CITY MANAGER'S AUTHORIZED APPROVAL. SUBMITTED BY: Stephen Y. Aryan, Risk Manager DATE: October 11, 2012 CONTENTS: Project No. 872-12 Staff Report (June 28, 2010) Recommendation By Minute Motion: 1. Approval of a purchase order payable to the Palm Springs Art Museum in an amount not to exceed $1,000.00 to relocate a boulder as part of the Palm Springs Art Museum -Palm Desert Improvements (Project No. 872- 12). 2. Receive estimated revenue to the General Fund, from the Palm Springs Art Museum, in the amount of $19,060 that will be kept in a trust account and utilized to defray costs associated with Contract No. C31880 upon project completion. 3. Transfer $15,000 from contingency to contract, as Contract No. C31880 (Zeus Construction) is in the amount of $169,060, which is $4,060 in excess of the City Manager's approval. 4. Appropriate $25,060 from the Unobligated General Fund for Project No. 872-12, Palm Springs Art Museum -Palm Desert Improvements and transfer to Account No. 110-4800-454-3885. Background On June 28, 2012, the City Council authorized re -advertisement of a Revised Notice Inviting Bids for the Project No. 872-12, concerning improvements at the Palm Springs Art Museum - Palm Desert (PSAM-PD). Staff Report: PSAM Boulder Relocation October 11, 2013 Page 2 of 3 This project to install sculpture foundations and lighting is a City requirement under the lease agreement entered between the City of Palm Desert and PSAM on July 1, 2010. The City originally received one bid for this project on June 26, 2012, from Atom Engineering Construction, Inc. (Hemet, CA) in the amount of $189,398. Staff amended the project specification and issued a Revised Notice Inviting Bids. On August 3, 2012, three proposals for Project No 872-12 were received as follows: CONTRACTOR LOCATION BASE BID PRICE Zeus Construction, Inc. Palm Desert, CA 189,080.00 BW Simmons, Inc. Calimesa, CA 196,198.00 TED Enterprises, <Inc. San Clemente, CA 303,200.00 Zeus Constriction, Inc. (Palm Desert, CA) submitted the lowest base bid proposal in the amount of $189,080. Upon further discussion with the PSAM, a line item to remove and replace existing light fixtures was eliminated ($20,020), lowering the contract cost from $189,080 to $169,060. As the City Council was on a mid -summer hiatus and to not delay the project, the Council authorized the City Manager to execute a contract in an amount not to exceed $150,000 plus 10% contingency, for a total of $165,000. As the lowest bid exceeded the spending authority provided by Council, the PSAM provided a check in the amount of $19,060 to compensate for the contract cost that was above $150,000. Staff recommends approving a purchase order associated with this project concerning the relocation of a large boulder. A purchase order is recommended in lieu of a change order because this action (1) is necessary to make room for the pad installation, (2) timing sensitivities, and (3) the Museum is sharing the costs. The boulder relocation permits the installation of a pivotal art piece at the Museum's main entrance off Highway 111. The boulder will be relocated a few feet into the adjoining parkway; however, given its size, a crane is required for this labor intensive endeavor. The Museum indicated that this amount should cost approximately $2,000 and they are willing to pay half the cost with the City. Given the preparation work involved, time sensitivities, and the Museum's willingness to cost share, staff recommends utilizing the Museum for this endeavor in lieu of initiating a change order with Zeus Construction. The Museum's costs are also lower that the amount that Zeus Construction indicated this relocation would cost under a change order. Fiscal Analysis Approval of staffs recommendation will increase the costs associated with Project No. 872 12 by $1,000, as indicated: CONTRACT AMOUNT $1691060 PSAM Purchase Order (Boulder Relocation) $1,000 Less Museum Estimated Revenue ($19,060) TOTAL ANTICIPATED PROJECT COST THE CITY $151,000 Staff Report: PSAM Boulder Relocation October 11, 2013 Page 3 of 3 With approval of staffs recommendation, funds will be available in Account No. 110-4800-454- 3885. An additional appropriation is required from the Unobligated General Fund in the amount of $25,060. Please note that the Museum has deposited $19,060 in estimated revenue with the City in a trust account, to go towards this project upon its completion. It is anticipated that this project will be completed with thirty days, which the Museum indicates is critical for them to meet their upcoming scheduled events. Submitted By: Y. Aryan, Risk Reviewed By: Paul S. Gibson, Director of Finance/City Treasurer Approved By: M. Wohlmuth, City Manager CITY COUNCIL ACTION APPROVED ✓ DENIED RECEIVED OTHER MFETINGDATE - 0"11-33y+--I- AYES: bervnn, Pinycrf 4,HAroiK,._�Mnnen,s i'gc-t NOES: Monte ABSENT: _NMe- ABSTAIN: VERIFIED BY: Original on File with City Clerk's Office CITY OF PALM DESERT CITY MANAGER'S OFFICE STAFF REPORT REQUEST: AUTHORIZATION TO REJECT ALL BIDS RECEIVED FOR THE PALM SPRINGS ART MUSEUM -PALM DESERT IMPROVEMENTS PROJECT (CONTRACT NO. C31880), RE - ADVERTISE A REVISED NOTICE INVITING BIDS/PROJECT SPECIFICATIONS, AND SANCTION THE CITY MANAGER'S EXECUTION OF RELATED CONTRACT DOCUMENTS. SUBMITTED BY: Stephen Y. Aryan, Risk Manager DATE: June 28, 2012 Recommendation By Minute Motion, 1. Reject all bids received associated with Project No. 872-12 (Contract No. C31880), Palm Springs Art Museum -Palm Desert Improvements. 2. Authorize the re -advertisement of a revised Notice Inviting Bids and project specifications for Project No. 872012, Palm Springs Art Museum -Palm Desert Improvements. 3. Authorize the City Manager to execute any contract documents for Project No. 872012 (Contract No C31880), Palm Springs Art Museum -Palm Desert Improvements, in an amount not to exceed $150,000, plus 10% contingency. 4. Appropriate $145,000 from the Unobligated General Fund for Project No. 872012, Palm Springs Art Museum -Palm Desert Improvements. Background On July 1, 2010, the City of Palm Desert entered into a lease agreement with the Palm Springs Art Museum (PSAM) concerning the former Visitor Center (72-567 Highway 111). Under this agreement the City is accountable for accomplishing all tasks and paying all costs associated with sculptures located within the Eric Johnson Memorial (a.k.a. Sculpture) and Multi -Sensory Gardens. Such responsibility includes the installation of bases/foundations for the sculptures, lighting, cleaning, and ongoing maintenance. Staff Report: PSAM-PD Improvements June 28, 2012 Page 2 of 3 Staff recently advertised this project that included bid altemates for the Galen's security system and installation of a sculpture pad/lighting on a vacant parcel located west of the Museum. These altemate items are the financial responsibility of the Museum. The City's responsibility only included the base bid amount and not any of the listed alternates. Sealed bids were due to the City on June 26, 2012. The City received only one bid that was from Atom Engineering Construction, Inc. (Hemet, CA), in the following amount: BASE BID (CITY'S RESPONSIBILITY) $189,398 ALTERNATE ONE (Museum's Responsibility) $47,500 ALTERNATE TWO (Museum's Responsibility) $21,500 ALTERNATE THREE (Museum's Responsibility) $107,398 The City's portion of the work per the lease agreement amounted to $189,398 based upon this sole bid. The receipt of only one bid may have resulted from the fact that this project is both privately and publically awarded. This uncommon circumstance likely inhibited some firms from bidding the project. Therefore, staff recommends rejecting the sole bid received, revising the project specifications to include only the City's portion of this project, and re- advertise the bid. Staff is optimistic that with such action, the quantity of bids received may increase. The Museum indicated that this project is time sensitive and cannot wait to be awarded when the Council concludes its summer hiatus. The Museum received various donations from its patrons under the premise that they would have completed sculpture installations. Such artwork cannot be placed until the proper foundation and lighting systems are constructed. The Museum is also introducing a major new exhibit in the 2012 Fall Season and they wish to cross promote both internal and extemal exhibitions. The external sculptures exhibited are also on loan with time sensitive agreements that the Museum needs to honor conceming their installation. The Museum anticipates that if a contract document is executed during the summer, the project should be completed by the end of October. If the project is not awarded until the end of August, the Museum indicated that it would likely not be completed until 2013, which conflicts with their obligations and strategic vision as indicated above. Staff Report: PSAM-PD Improvements June 28, 2012 Page 3 of 3 Fiscal Analysis As this project is time sensitive to the Museum and the City Council will be on summer hiatus commencing July 13, 2012, to August 23, 2012, staff respectfully recommends that the City Manager be authorized to enter into a contract agreement, with the lowest qualified bidder, in an amount not to exceed $150,000, plus 10% contingency. There is currently $20,000 budgeted that can go towards funding this project. The City Council is requested to appropriate the remaining balance of $145,000 from the Unobligated General Fund account. Submitted By:, Aryan CITY COUNCILA(970N APPROVED ✓✓ DENIED..,,,`.,_,__ RECEIVE DOTHER MEET G DACM4TIC Review d�-B � AYES: ' NOES: ABSENT: ABSTAIN: VERIFIED BY: Paul S. Gibson, Director of Finance/City Tr on File with City erk's Office Approved By: M. Wohimuth, City Manager