City Council
MEETING DATE: 1/13/2016
TITLE:
Title
Contract Award for the Citywide Wayfinding Sign Program
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FROM:
Leisa A. Lukes, Economic Development Manager
RECOMMENDATION:
Recommendation
Staff recommends that the City Council approve the award of a Design Professional Services Agreement with Graphic Solutions to develop and implement a comprehensive Citywide Sign Program and authorize the City Manager to execute the Agreement.
Body
BACKGROUND:
At their August 26, 2015 meeting, the City Council considered several sign design options to unify and consolidate the city’s entryway signs, vehicular wayfaring signs, and downtown directory signs. The Council concurred that standardizing the City’s public wayfinding signs would benefit the community by improving the City’s overall appearance and provide residents and visitors with readily identifiable information in a coordinated format.
The Council supported individual elements of the sign designs presented but neither design in its entirety received favorable support by the majority of the Council. The Council noted that a Citywide Sign Program entails a considerable commitment and becomes a long-lasting and significant element that reflects the City’s image and contributes to City pride. As a result, Council directed staff to undertake a broader approach with additional community input in preparing and implementing a sign program for the city.
Subsequently, staff prepared a Request for Proposals (RFP) for competitive solicitations for sign design services. The comprehensive Scope of Work includes a field survey; preparation of schematic designs; preparation of contract documents; cost estimation; and meetings/presentations. Firms were asked to submit their methodology specific to preparing a sign program for Cathedral City, qualifications, references, and fee proposal.
In addition to noticing the RFP on the City’s web site, it was electronically transmitted directly to nine Coachella Valley sign companies (several of which were also notified by telephone), three Inland Empire sign companies, and four out-of-area sign companies that were direct referrals. The RFP was also distributed widely by two bid network organizations.
Proposals were received from four design firms (in alphabetical order):
• Graphic Solutions - San Diego, California
• Hunt Design - Pasadena, California
• Rick Engineering/MERJE - Riverside, California / West Chester, Pennsylvania
• Selbert Perkins Design Collaborative - Playa del Rey, California
DISCUSSION:
A staff committee was formed to review the proposals. No local Coachella Valley firms submitted a proposal; however, the review committee determined that all of the firms that did submit a proposal were qualified to perform the required services. The firms were further evaluated and, based on their qualifications, estimated time to complete the tasks, knowledge and awareness of Cathedral City, and fee, the review committee is recommending that Graphic Solutions be awarded the contract. Graphic Solutions was also the lowest bidder.
In 2015, Graphic Solutions, represented by Simon Andrews, prepared several alternative designs for Cathedral City’s entryway signs, vehicular wayfaring signs, and downtown directory signs. Working within a limited contract, Mr. Andrews prepared these alternatives after having done a singular tour of the city, having conducted several telephone conferences with a City staff committee assigned to the project, and having received feedback from the City Council and three citizen committees via staff representatives. In light of this, Graphic Solutions is well-prepared to create a Citywide Wayfinding Sign Program appropriate to the City’s needs. They recognize that functional wayfinding signage enhances the economic development of the City and its sustainability.
Under the Design Professional Services Agreement, Graphic Solution’s goal is to work collaboratively with City stakeholders to design a wayfinding program beneficial to Cathedral City. One of their first steps is to build consensus for design solutions. To do this, they propose to conduct a design preference survey and work with a sign program committee comprised of members of the City Council, Planning Commission, Public Arts Committee, Parks and Events Committee and Chamber of Commerce.
Graphic Solutions estimates 5½ months to finalize the Sign Program design, including preparation of construction specifications. Fabrication of the signs will be under separate contract. There are several local firms qualified to competitively bid on sign fabrication, which comprises the largest portion of the Program in terms of cost.
FISCAL IMPACT:
Graphic Solutions’ proposed fee is $39,915.00, including expenses, for 1) Planning and Research; 2) Schematic Design; 3) Design Development and Contract Documents; and 4) Construction Administration. Staff recommends an approximate five percent contingency to cover unforeseen conditions, bringing the total authorized amount to $42,000.00. Adequate funding is available in the FY2015/16 budget allocated against Account No. 331-3566-8601.
ATTACHMENTS:
Professional Services Agreement