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HomeMy WebLinkAboutItem 5c: Contract for the City Hall Signage Project.I.—p ud STAFF REPORT Development Services Department DATE: April 16, 2013 TO: Honorable Mayor and City Council FROM: Jason Kruckeberg, Assistant City Manager /Development Services Director SUBJECT: AUTHORIZE AND DIRECT THE CITY MANAGER TO EXECUTE A CONTRACT WITH CUSTOM SIGNS, INC. IN THE AMOUNT OF $55,250 FOR THE CITY HALL SIGNAGE PROJECT AND APPROVE A 10% CONTINGENCY Recommended Action: Approve SUMMARY The City is currently administering a multi -year, multi -phase project to renovate City Hall. Phase 1 was the Energy Efficiency Retrofit Project, which included a new HVAC system, new ceilings, lighting, fire sprinklers, and windows. Phase 2 was the Interior Renovation Project which included the carpets, tile, wall coverings, painting, and doors. Phase 3 is the Exterior Renovation Project which includes cleaning, painting and repairs to building surfaces, facades, awnings, and doors, as well as a complete landscaping overhaul. A part of both the interior and exterior work at City Hall is the design, fabrication, and installation of new signs through the City Hall building and "campus" area. The purpose of this staff report is to authorize the approval of the contract for this new sign program. BACKGROUND In 2009, the City embarked upon a multi - phase, multi -year project to renovate the Upper and Lower City Hall buildings. Phase 1 was the Energy Efficiency Retrofit Project which covered internal work above and including the ceilings. It utilized grant funding through the Energy Efficiency Community Block Grant Program from the American Recovery and Reinvestment Act of 2009. Phase 1 was completed last year. Phase 2 was the Interior Renovation Project which included the interior improvements below the ceilings. Phase 2 construction is substantially complete, with some final clean -up items still in progress. Phase 3 of the project began on April 5, 2013, and includes all of the exterior portions of the work. City Hall Signage Program April 16, 2013 Page 2 DISCUSSION A new signage program for the interiors and exteriors of the City Hall buildings and "campus" is critical to the overall success of the project. The existing signage in and around the City Hall buildings is dated, confusing, and in poor condition. Now that the interiors of the buildings have been completed, a clear and coordinated signage program is important to direct patrons to the correct location and to refresh the overall appearance and aesthetic of City Hall. Included in the signage program are new monument signs to be viewed from both west - and east -bound Huntington Drive, freestanding directory signs, a directional wall sign and logo in the City Hall lobby, projecting signs identifying various departments and offices within the interior and exterior hallways, re- facing "wayfinding" signs around the campus area, and re- facing parking lot signage. A request for proposals was distributed on February 28, 2013. Three (3) bids were received by March 15, 2013, with the following results: Custom Signs, Inc. $59,966 Neiman & Company $83,098 Fluoresco Lighting and Signs $142,352 Clearly, there was a large range between the bids. Staff researched the bids and discussed them with the bidders. The low bid, from Custom Signs, Inc. is likely due to the fact that it is a much smaller company than the other two firms and has much less overhead. Staff has reviewed the low bid, and the company's construction history, and is satisfied that Custom Signs, Inc. can satisfactorily perform the work. Custom Signs, Inc. has completed previous work in the City of Arcadia, and Development Services Department Staff is familiar with their work. Following an initial meeting with Custom Sign, Inc., the overall projected price of the work was revised down to $55,250 due to assumptions the applicant made that the project was a prevailing wage project. FISCAL IMPACT Signage for City Hall was included in the budget for Phase 2 of the City Hall Rehabilitation Project. The original budget for Phase 2 within the Capital Improvement Program was $595,000, and this included a total contract cost of $346,777 for the bulk of the interior work. This leaves a balance of $248,223. There are several outstanding items to be allocated to this balance, including signage, artwork, partitions, and minor additional furniture upgrades. The projected cost of the signage program is $55,250, which is well within the remaining budget allocated to Phase 2. City Hall Signage Program April 16, 2013 Page 3 RECOMMENDATION That the City Council authorize and direct the City Manager to execute a contract with Custom Signs, Inc. in the amount of $55,250 for the City Hall Signage Project and approve a 10% contingency. Approved. Dominic Lanarett City Manager