CC SR 20181107 L - PVIC ExhibitsRANCHO PALOS VERDES CITY COUNCIL MEETING DATE: 11/07/2018
AGENDA REPORT AGENDA HEADING: Consent Calendar
AGENDA DESCRIPTION:
Consideration and possible action to award construction contract for the Point Vicente
Interpretive Center Exhibits Replacement (PVIC Exhibits) Project to Taylor Studios Inc.
(Taylor Studios) for $207,087, and authorize a project contingency of $20,709.
RECOMMENDED COUNCIL ACTION:
1) Award a construction contract to Taylor Studios in the amount of $207,087;
2) Authorize the City Manager or Director of Finance to execute amendments for
project contingency up to an additional 10% ($20,709) of the project budget for a
total construction authorization of $227,796; and,
3) Authorize an additional appropriation of $11,796
4) Authorize the Mayor and City Clerk to execute the construction contract; subject
to approval as to form by the City Attorney.
FISCAL IMPACT: The recommended action will result in a total authorized
expenditure of up to $207,087, plus a 10% contingency of $20,709. Additional funding
is necessary to complete this work outside of the approved budget within the Donor
Restricted Fund Balance.
Amount Budgeted: $197,000
Additional Appropriation: $144,320
Account Number(s): 228-400-8501-8403
332-400-8501-8403 ($144,320) Grant Expense
332-300-0000-3302 ($144,320) Grant Revenue
ORIGINATED BY: Natalie Chan, PE, Senior Engineer
Daniel Trautner, Deputy Director of Recreation and Parks
REVIEWED BY: Elias Sassoon, PE, Director of Public Works
APPROVED BY: Doug Willmore, City Manager
ATTACHED SUPPORTING DOCUMENTS:
A. Grant Agreement (page A-1)
B. Design Renderings (page B-1)
BACKGROUND AND DISCUSSION:
The City of Rancho Palos Verdes was awarded a grant from the California Cultural and
Historical Endowment Museum Grant Program (Attachment A). The Grant funds and
the City’s matching funds are for the design and construction of two permanent exhibits
1
at the Point Vicente Interpretive Center (PVIC). The two exhibits will focus on whaling
and the Point Vicente Lighthouse Fresnel lens (Attachment B). These two exhibits are
part of a larger “Phase II” concept to incorporate new exhibits at PVIC that explore the
human and natural history of the Palos Verdes Peninsula.
The following table for summarizes the budgetary amounts for this project.
Total Construction Cost $227,796
Budgeted project amount $216,000
Grant funds to be given to City after project completion (as
per Attachment A)
$144,320
Final City contribution from Donor Restricted Funds $83,476
The project was publicly advertised in the Daily Breeze and sent out to various bid
houses. Staff also sent the Invitation for Bids (IFB) to 5 exhibit fabrication companies.
As summarized in the table below, a mandatory pre-submittal conference was held to
answer all questions in which 3 companies participated. One bid was received by Taylor
Studios.
Date
October 2, 2018 Bid Advertisement
October 9, 2018 Mandatory Pre-Bid Call-In Meeting
October 18, 2018 Bid Opening
Staff has verified Taylor Studios’ references and found their past performance on jobs of
similar size and scope to be satisfactory. Taylor Studios was hired by the City in 2005 to
fabricate and install a variety of murals and dioramas at PVIC. Taylor Studios designed
and installed the kelp forest; plant and animal models, mannequins, and the grass hut,
the interactive and multimedia walkthrough sea cave, tide pool, the interactive gray
whale, a “Pepper’s Ghost” interactive, and a short video production. Taylor Studios has
also created exhibits for other California venues, including the USS Midway Museum in
San Diego, Channel Islands Boating Center in Oxnard, Marshall Gold Discovery State
Historic Park in Coloma, Nimbus Fish Hatchery in Gold River, San Bernardino County
Museum, Santa Clara County Parks and Recreation Department, and Orange County
Parks.
Taylor Studios proposal did not account for the prevailing wage requirement. Taylor
Studios requested an allowance for a bid schedule revision. Staff has worked with the
City Attorney’s office to account for this change. The revision adds an additional $7,362
to the bid amount for a total revised bid amount of $207,087.
Sunbeam Consulting will be used for inspection services during construction through
the City’s existing on-call contract for a not to exceed amount of $5,000.
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Adopting Staff’s recommendations will award a construction contract, subject to City
attorney’s approval to form, to Taylor Studios in the amount of $207,087, and authorize
Staff to utilize 10% of the project contract amounts ($20,709) as contingency for
unforeseen circumstances.
ALTERNATIVES:
In addition to the Staff recommendations, the following alternative action is available for
the City Council’s consideration:
1. Reject all bids and re-advertise the construction project. Staff does not
recommend this alternative as the low bid received is within the budgeted
amount and re-bidding the project could take approximately two months to
complete and may result in an increase in bid prices.
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A-1
A-2
A-3
A-4
A-5
A-6
A-7
A-8
A-9
A-10
A-11
A-12
B-1
B-2
B-3
B-4
B-5
B-6
B-7
B-8
B-9
B-10