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HomeMy WebLinkAboutSR - HA25100A - Monument Signage @ One QuailREQUEST: SUBMITTED BY: CONTRACTOR: DATE: CONTENTS: Recommendation: PALM DESERT HOUSING AUTHORITY STAFF REPORT AUTHORIZE AWARD OF CONTRACT NO. HA-25100ATO SIGN-A- RAMA FOR CONSTRUCTION OF MONUMENT SIGNAGE LOCATED AT THE HOUSING AUTHORITY PROPERTY KNOWN AS ONE QUAIL PLACE MISSY WIGHTMAN, PROJECT COORDINATOR SIGN-A-RAMA 41-945 BOARDWALK SUITE L PALM DESERT, CA 92211 MARCH 8, 2007 ESTIMATE SIGNAGE RENDERINGS CONTRACT NO. HA251OOA By Minute Motion, that the Palm Desert Housing Authority: 1) Authorize award of Contract No. HA-25100A to Sign -A -Rama in the amount of $39,269 for construction of monument signage located at the Housing Authority property known as One Quail Place; and 2) Authorize the Finance Director to set aside the amount of $3,927 as 10% contingency (use of contingency requires additional action). Committed funds are available in 2006-2007 Capital Budget Account No. 871-8660-466- 4001. Executive Summary: Approval of this request will allow staff to contract with the signage company Sign -A -Rama to construct new monument signs for the Housing Authority property known as 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 Staff Report Authorize Award of Contract No. HA-25100A to Sign -A -Rama for Construction of Monument Signage Located at the Housing Authority Property Known as One Quail Place Page 2 of 3 March 8, 2007 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. In follow 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 then received authorization to negotiate with the top -ranked contractor on new design concepts within the budgeted $50,000 amount. Staff negotiated with the firm Calendar Girls in regard to reasonable pricing and the design. Staff and the Housing Commission made modification requests several times until a design was agreed upon and approved. After the Housing Commission approved the final design, the signage was brought to the Architectural Review Commission, which unanimously approved the design. After negotiations and final approvals from the appropriate committees, staff forwarded contract documents to Calendar Girls Signs for execution. There were numerous difficulties with the signing of these documents and they were ultimately unable to fulfill City requirements to fully execute a contract. The Housing Authority purchased the signage designs from Calendar Girls in the amount of $1,650. This amount was paid for the work completed on the design concept drawings and allows the Authority to enter into an agreement with another contractor to execute a City contract using the same design that was previously approved. Staff has since distributed these design drawings and worked with the next top -ranked contractors to get competitive pricing to perform this work. Sign -A -Rama, a local company, has produced the best pricing in an amount of $39,269 and is qualified to complete this project. City, Agency, and Authority staff have worked with them on prior projects and believe this company is quite capable of producing this new signage. One other company, Bravo Signs, an equally qualified company, submitted a quote in the amount of $53,470 for the same work. 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. G:\RDA\MELISSA WIGHTMAN\ONE QUAIL PLACE\STAFF REPORT- AWARD CONTRACT SIGNARAMADOC Staff Report Authorize Award of Contract No. HA-25100A to Sign -A -Rama for Construction of Monument Signage Located at the Housing Authority Property Known as One Quail Place Page 3 of 3 March 8, 2007 Staff recommends authorizing this award of contract to Sign -A -Rama for construction of monument signage to complete this project. Submitted by: Missy Wig tr an Project Coordinator Department Head: David Yrig Director Redevelopment/Housing Approval: Carlos L. Ortefr'Executive Director Division Head: -'Lauri Aylaian Redevelopment Manager Approval: McCarthy Redevelop Paul S. Gibson, Director of Finance r®VedBY HOUSG AUTH ON ,.34?-° 7 VERIFIED BY: Original on file with City Clerk's Office G:\RDA\MELISSA W IGHTMAN\ONE QUAIL PLACE\STAFF REPORT- AWARD CONTRACT SIGNARAMA.DOC