HomeMy WebLinkAboutHA25100 - Monument Signage - One Quail Place Contract No. HA25100
PALM DESERT HOUSING AUTHORITY
STAFF REPORT
REQUEST: AUTHORIZE STAFF TO NEGOTIATE WITH TOP-RANKED
CONTRACTOR, IN AN AMOUNT NOT-TO-EXCEED$50,000 FOR DESIGN
AND CONSTRUCTtON OF MONUMENT SIGNAGE LOCATED AT THE
HOUSING AUTHORITY PROPERTY KNOWN AS ONE QUAIL PLACE
SUBMITTED BY: MISSY WIGHTMAN, PROJECT COORDINATOR
CONTRACTOR: CALENDAR GIRL SIGNS
73-905 HIGHWAY 111, SUITE A
PALM DESERT, CA 92260
DATE: JUNE 22, 2006
CONTENTS: REQUEST FOR PROPOSALS
Recommendation:
By Minute Motion, that the Palm Desert Housing Authority:
1) Authorize staff to negotiate with the top-ranked contractor, Calendar Girl
Signs, to secure contractual requirements for design and construction of
monument signs at One Quail Place for an amount not-to-exceed $50,000;
and
2) Authorize Chairman to execute all necessary documents to facilitate the
negotiated contract, including appropriate contingencies.
Committed funds are available in 2006-2007 Capital Budget Account No. 871-8660-466-4001.
Executive Summarv:
Approval of this request will allow staff to negotiate with the top-ranked design/build contractor,
Calendar Girl Signs, for design and construction of new monument signs for One Quail Place.
These signs will provide identification to the site to replace an existing sign that is damaged, dated,
and inadequate.
Discussion:
In April 2006, staff received authorization from the Housing Authority to go out for bid on the One
Quail Place Signage project. Staff conducted a public bidding period from May 2 through May 24,
2006. Staff also forwarded bid notices to as many signage contractors as possible and followed up
with phone calls to solicit bids. Many of the signage contractors informed City staff that they planned
to bid this project. Seven(7)bid packages were distributed, but no bids were received on the day of
bid opening.
Staff Report
Authorize Negotiations with Top-Ranked Contractor
Page 2 Of 2
June 22, 2006
In foilow up with potential contractors, it became apparent that they were too busy to respond.
Although the bid date had passed,staff asked these contractors to submit sample portfolios and any
designs that they had worked on, but had not been able to complete.
None of the submitted designs were acceptable without modifications,and staff would Iike to receive
authorization to negotiate with the top-ranked contractor on new design concepts within the
budgeted amount.
The current signage for the site is inadequate, dilapidated, over twenty(20) years old, and to the
point of falling apart. The Housing Authority would like to keep signage low profile, yet developed
adequately for the high-paced traffic that travels down Fred Waring Drive. Signage to the back
entrance of the site was damaged by weather and ultimately removed for safety reasons. The
Authority visualizes placement of three monument signs, one on each side of the Fred Waring Drive
entrance, and one centrally located on the back entrance median island of Park View. A committee,
consisting of selected staff and two Palm Desert Housing Commission members, chose the best-
qualified signage contractor based on a ranking system designed for this project.
Staff recommends negotiating with the top-ranked contractor for the signage design/build needs as
required to complete this project.
Submitted by: Division Head:
'�--'"._.-- _.`----- _
Missy W' an auri Ay a'
Project Coordinator Redevelopment Manager
Department Head: ApprovaL
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David Yri us in McCarthy
Direc of Redevelopment/Housing AC Redevelopm t
Approval:
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Carlos L. Orteg , Executive Director � �
Paul S. Gibson, Director of Finance
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, PALM DESERT HOUSING AUTHORITY
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Request for Proposals
One Quail Place Signage
72-600 Fred Waring Drive
Palm Desert, CA 92260
Palm Desert Housing Authority
Section 1: Invitation
The Palm Desert Housing Authority is soliciting proposals for the design and
construction of monument signage at the One Quail Place Apartments.
Four (4) copies of your Proposal shall be submitted and received no° later than 2:00 PM �
on Wednesday, 24 May 2006 in the offices of the City Clerk located at Palm Desert City
Hall, 73-510 Fred Waring Drive, California. Proposals shall be submitted to the
attention of:
Rachelle Klassen
City Clerk
73-510 Fred Waring Drive
Palm Desert, California 92260
Phone: (760) 346-0611, Ext. 304
Faxed copies of proposals and late proposals will not be accepted. Any questions
regarding the proposal preparation, submission or evaluation may be directed to Missy
Wightman, Project Coordinator, at (760) 346-0611 Ext. 297.
Section 2: Pro�ect Description
One Quail Place is a large multi-family residential complex that covers approximately
eighteen (18) acres. This gated multi-family residential zoned property contains three
hundred eighty-four (384) separate units currently owned by the Palm Desert
Redevelopment Agency. The project site is bordered to the east by Fred Waring Drive,
which is a busy six (6) lane divided street and to the west by Park View, a two lane
street with much less traffic.
Currently, signage for the site is inadequate, dilapidated, over twenty (20) years old, and
to the point of falling apart. The Housing Authority, the operator of the property, would
like to keep signage low profile, but this underdeveloped signage sits in a poor location
for the high paced traffic that travels down Fred Waring Drive. Signage to the back
entrance of the site was damaged by weather and ultimately removed for safety
reasons.
The Authority visualizes placement for three (3) monument signs, one on each side of
the Fred Waring Drive entrance, and one centrally located on the back entrance median
island of Park View. The Design/Build Contractor will provide complete and finished
signage, including all labor and materials.
Section 3: Preliminary Schedule
The tentative project schedule is as follows
ProposalsDue...................................................................................05/24/06
AwardContract..................................................................................06/09/06
Noticeto Proceed ..............................................................................06/30/06
Construction/ Installation Complete...................................................09/13/06
Section 4: General ProiectReauirements & Specifications
Specific services required of the One Quail Place Signage Design/Build Contractor will
include:
1) Research and Record Information:
a) The Design/Build Contractor shall perform general research to secure all the
information required to accurately design and build this project.
2) Submittals to City:
a) At each submittal to the City for plan check, the Design/Build contractor shall
submit the following:
i) Four(4) sets of plans
(1) Three (3) to Planning/ Building and Safety
(2) One (1) to Project Manager/Coordinator
ii) Four (4) sets of specifications �
(1) Three (3) to Planning/ Building and Safety
(2) One (1) to Project Manager/Coordinator �
iii) One (1) estimate at each submittal to Project Manager/Coordinator
b) Each submittal shall incorporate all previous red lines and plan check comments.
The design drawings should be as complete, accurate, and error-free as possible
before plan checking is considered in order to reduce the number of plan checks
required and related costs for the City.
Palm Desert Housing Authority 2 One Quail Place Signage
c) The Design/Build Contractor shall, at no additional cost to the City, correct errors,
omissions, and unworkable and/or improper design/drafting on the original
drawings that are discovered subsequent to the completion of the plan checking
process.
d) The Design/Build Contractor shall directly submit to each utility company a
preliminary and a final set of plans that provide the location of its facilities that will
need to be adjusted to grade.
3) Labor:
a) This project will be subject to payment of Prevailing Wage.
4) Site Preparation:
a) The site has not been prepared and has no definite site placement. Exact
placement of signage will depend on the size and design of selected proposal.
5) All Signage Shall Include the Following:
a) Provide complete installations for all signage components, which fit the -
description determined by the Palm Desert Housing Authority, complete with all
engineering and permitting that is required.
b) Obtain field reviews, utility maps, and records for the project area to locate all
surface utilities that are impacted by the project. The Design/Build Contractor
shall assist the City with the coordination of any utility relocation, which may be
required.
c) Provide complete drawings including any electrical that may be a part of the
design.
d) Signage should be designed and oriented for maximum visibility.
e) All signage shall be within the City of Palm Desert's dimension allowances for the
specific site placement of proposed design. Height, width, and the dimension
away from the street that signage must be can be resolved through the City of
Palm Desert's Planning Department.
f) Provide project manager or lead contact person for a single point of contact for
the Owner's Representative, Cooperation between the two is important in the
construction of the signage installation.
g) Provide installation and construction schedule for installation.
Palm Desert Housing Authority 3 One Quail Place Signage
6) Project Schedule:
a) Work will be performed during the calendar year of 2006 and be completed within
seventy-five (75) calendar days from issuance of Notice to Proceed.
7) Project Requirements:
a) Special conditions: Field verify all existing conditions before submitting bids,
and notify the Palm Desert Housing Authority of any discrepancies. The
submission of a bid shall be taken as evidence that such examinations have
been made and difficulties, if any, noted. Later claims for labor, work, materials,
or equipment required for any difficulties encountered, which could have been
foreseen, shall not be recognized. The contractor at no additional expense to the
Owner shall properly address all such difficulties.
b) Regulations, Codes, Permits and Inspections: PerForm all work specified
herein in conformance with applicable regulation and codes of the various
departments of the local and state authorities, including any seismic
requirements. If any work specified herein conflicts in any way with any such
regulation or code, the Contractor shall notify the Owner of same, before �
submission of bids.
c) Workmanship: All work is to be installed by competent trades people in their
respective fields. At all times, the installation is to be under the supervision of a
supervisor who is thoroughly familiar with all portions of the installation. All work
is to be accomplished in a finished and workmanlike manner in accordance with
acceptable best standards of trade.
d) Coordination: Coordinate all work with the Owner and Owner's Representative,
Missy Wightman, in order to avoid delays in proper installation and completion of
work. The Contractor shall endure any cost for extra work or materials resulting
from the lack of coordination of work performed.
e) Cutting, Patching, Repairing: PerForm all cutting, chipping, drilling, patching,
and repairing necessary for the proper installation of all wo�-k as specified herein.
Replace or repair all materials to their original appearance and condition. All �
repairs shall be made acceptable to the Owner.
f) Protection of Property and Work: Provide protective covers, plugs, or caps to
protect building and furnishings from damage and deterioration during the
construction. Restore to its original condition, without additional cost, any of the
adjacent property that becomes damaged due to installation of the work or
negligence of the Contractor.
Palm Desert Housing Authority 4 One Quail Place Signage
Protect work at all times from danger of breakage, dirt, foreign materials, etc.,
and replace or repair all work so damaged. Use every precaution to protect the
work of others and be responsible for all damage to other work
g) Cleaning: Keep the premises free from accumulation of waste materials or
debris caused by the execution of the work. At the completion of the work each
day, remove all surplus materials, tools, etc., and leave the premises "broom
clean".
h) Tests and Adjustments: Perform all tests as specified and/or as reguired under
rules and regulations of authorities having jurisdiction.
i) Discovery of Non-Functioning Equipment: The Contractor shall notify the
Owner whenever existing equipment, fixtures, controls, devices, etc. are found to
be in need of repair. The Owner shall then determine authorization of repair work
to be done.
j) Guarantee: The Contractor shall guarantee this work and make good without
cost to the Owner any defects in equipment, materials, or workmanship which
may develop within the period of one (1) year from the recorded date of
completion and acceptance thereof. The Contractor shall provide assistance in -
trouble-shooting any problems that develop in relation to the retrofit work. The
guarantee shall cover all costs of the material and labor to repair all work and
bring the installation to satisfactory operation as determined by the Owner.
Include specific material warranties as provided by manufacturer.
8) Bonds:
a) The Design/Build Contractor will be required to provide a Payrnent Bond and a
Faithful Performance Bond, each in an amount equal to one-hundred (100%)
percent of the contract price.
9) Contract Documents:
a) The form of the Design/Build contract to be executed by the Design/Build
contractor and the Palm Desert Housing Authority is attached to this RFP. The
requirements contained therein are hereby made a part of this request for
proposals.
Section 5: Proposal
Four (4) copies of up to three (3) design concept proposals are to be submitted in
response to this RFP. Proposals failing to provide sufficient information and assurances
of perFormance to accurately assess each category of the required services and failing
to comply with requirements and conditions of the RFP will not be given further
Palm Desert Housing Authority 5 One Quail Place Signage
consideration. The proposal shall be in the form of Attachment 1, Bid Schedule, with
such supporting pages as may be required.
1. A statement that this RFP and the Proposal will jointly become part of the
Design/Build Contract for this project when said Agreement is fully executed by the
Design/Build contractor and the Palm Desert Housing Authority.
2. A statement of qualifications applicable to this project including the names,
qualifications, proposed duties of the Design/Build Contractor including any
Subcontractors to be assigned this project, a listing of recent similar projects
completed within the past two (2) years including the names, titles, addresses, and
telephone numbers of the appropriate persons whom the Owner could contact.
3. An itemized cost breakdown for the work described herein. The budget for the
signage program at One Quail Place is $50,000. Proposals for less than the full
budget will receive favored consideration, as described in Section 6, below.
4. The Design/ Build Contractor shall submit clear, concise, and complete plans
including but not limited to:
Title Sheet
Elevations and/or Perspectives �
Lighting/ Electrical Plan (if applicable to proposed design)
Material Specifications
Section 6: Selection Process
The proposal submitted by the Design/Build Contractor is required to include all items
contained in the RFP with respect to the services to be provided for the project, scope
of work described, and information to be included in the proposal.
Upon review of the proposals, the city may interview the highest ranked Design/Build
Contractor. The final ranking will be on the basis of points assigned to each of the
following criteria:
1. Proposed Design of Signage (40 points available)
2. Lump Sum/Amount Bid for the Work (35 points available)
3. Firm History, Experience, and Qualifications (25 points available) including °
Demonstrated Record of Success on Previous Projects within the Coachella
Valley within the Past Two (2) Years
A committee will review each proposal and evaluate them based upon the criteria
described above, and will rank the proposals based upon a weighted scoring system.
The committee will recommend to the Palm Desert Housing Authority that the top-
ranked, responsive proposal from a responsible bidder be awarded the Design/Build
Contract.
Palm Desert Housing Authority 6 One Quail Place Signage
Section 7: Compensation
This work is to be perFormed for a "Lump Sum Amount." The Design/Build Contractor
shall invoice the Authority monthly on a percent complete basis. The Authority will retain
ten (10%) percent of each progress payment as security for completion of the balance
of the work.
Section 8• Riaht to Reiect All Proposals
The Palm Desert Housing Authority reserves the right to reject any or all submitted
proposals and no representation is made that any contract will be awarded pursuant to
this RFP. All costs incurred in the preparation of the proposal, in the submission of
additional information and/or in any other aspect of the proposal prior to the award of a
written contract will be borne by the respondent. The Owner will provide only the staff
assistance and dacumentation specifically referred to herein, and will not be responsible
for any other cost or obligation that may be incurred by the respondent. All proposals
submitted to the Palm Desert Housing Authority shall become the property of the Palm
Desert Housing
Authority.
i
Palm Desert Housing Authority 7 One Quail Place Signage