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TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: DIRECTOR OF PUBLIC WORKS
DATE: APRIL 5, 2005
SUBJECT: REQUEST FOR QUALIFICATIONS (RFQ) FOR FABRICATION AND INSTALLATION SERVICES FOR INTERPRETIVE EXHIBITS FOR THE POINT VICENTE INTERPRETIVE CENTER EXPANSION
Staff Coordinator: Anne Zaworski P.E., Sr. Engineer
Authorize staff to advertise the Request For Qualifications (RFQ) to prequalify Suppliers for the fabrication and installation of interpretive exhibits for the Point Vicente Interpretive Center Expansion, in accordance with Municipal Code Section 2.44.140.C .
On July 6, 2004, the City Council awarded the construction contract for Point Vicente Interpretive Center Expansion to MTM Construction Inc. Construction of the expansion has been underway since October 4th, 2004 and the current substantial completion date is September 1, 2005. Michael Jurdan Inc. was also awarded a contract on July 6, 2004, for the design of the interpretive exhibits for the newly expanded Point Vicente Interpretive Center. At this time, Michael Jurdan Inc. continues to move forward on the exhibit design (with a current Contract Document completion date of April 18, 2005 for Phase 1 exhibits) but an exhibit supplier has not yet been selected at this time.
Fabrication and installation of the Phase 1 exhibits is anticipated to take approximately four to five months. Accordingly, in order to meet the current scheduled Opening Date for the center of November 1, 2005; it is imperative that the Phase 1 exhibit fabrication commence by June 1, 2005 allowing the exhibit supplier three (3) months of fabrication time prior to the center being turned over to him by MTM (for exhibit installation) at the substantial completion date of September 1, 2005.
In order for exhibit fabrication commencement date of June 1, 2005 to be realized, the Phase 1 exhibit fabrication and installation contract must be awarded at the May 17, 2005 City Council meeting. Consequently, staff will have only a four week period within which they must advertise for bid proposals, analyze the bids received and award a contract for the fabrication and installation of the Phase 1 exhibits.
The Point Vicente Interpretive Center Expansion represents an important and critical addition to the City's public services and will remain a vibrant and much needed facility and park for decades to come. Fabrication and installation of the Phase 1 interpretive exhibits is an integral component of the newly expanded center and consequently, the Exhibit supplier represents an important and essential part of this long awaited Project. Consequently, staff seeks assurance that the best-suited exhibit supplier for this Project is brought on board.
The City's normal procurement process is designed to secure the best possible price for supplies and equipment and does not customarily focus on the craftsmanship of the service provider. Specifically, section 2.44.030 of the Municipal Code requires that purchases of supplies and equipment in excess of $10,000 shall be by written contract with the lowest responsible and responsive bidder. However, Municipal Code provides for alternate methods of procurement when it is in the City's best interest.
Section 2.44.140 of the Municipal Code provides that Sections 2.44.030 shall not apply to the purchase of services, supplies and equipment under the following circumstances:
A. The city manager finds that such services, supplies or equipment are unique because of the quality, durability, availability, or fitness for a particular use and are available from only one source;
purchase of such services, supplies or equipment;
contractor pursuant to an agreement with the city for the furnishing of labor and materials for other than the construction of a public works project; and
D. The city council finds that due to the nature of the services, supplies or equipment, bidding is not likely to result in the lowest price.
(Ord. 261 § 1 (part), 1990)
Given the extremely tight timeline (as discussed above in Background) and complexity of the proposed exhibits, staff maintains that the City's interest would be best served if the City Council finds that section 2.44.140.C is applicable to this procurement, and a two step process is used to select the contractor. In the first step of this process a Request for Qualifications (RFQ) would be issued to identify contractors who are qualified to propose on this project. In the second step, contractors on the pre-qualified list would be requested to submit priced proposals for furnishing the required services and equipment. Selection of the final contractor could be made on the basis of price alone or on the basis of other factors in the proposal and price based on a negotiation process.
In the case of the exhibit fabrication and installation for PVIC, staff recommends that the attached RFQ be publicly advertised separately from, and before, the entire Request for Proposals Package which will be issued in early May to qualified proposers only. This two step process will generally entail:
* Publicly advertising only the RFQ;
* Objectively scoring the submitted RFQs using a pre-established scoring system;
* Developing a short list of qualified proposers and inviting only those proposers to submit proposals; and,
* Selecting the proposal that is most advantageous to the city as determined by the City Council.
Adopting the staff recommendation will result in the attached Request For Qualifications (RFQ) for fabrication and installation of interpretive exhibits for the Point Vicente Interpretive Center Expansion being advertised in the L.A. Business Journal on April 11, 2005 and on the City’s web-site at www.palosverdes.com/rpv/publicworks/content/PVICEXHIBITBUILDERREQUEST.doc starting tomorrow and mailed out to the attached list of exhibit fabricators/installers this week.
The recommended action results in no fiscal impact.
Dean E. Allison P.E.
Director of Public Works
Les Evans P.E.
Request for Qualifications (RFQ) for Interpretive/Exhibitry Construction and Installation Services
Mailing List for Exhibit Fabricators/Installers
REQUEST FOR QUALIFICATIONS
RANCHO PALOS VERDES
POINT VICENTE INTERPRETIVE CENTER
Mayor, Larry Clark
Mayor Pro Tem, Steve Wolowicz
Councilmember Peter C. Gardiner
Councilmember Thomas D. Long
Councilmember Douglas W. Stern
April 5, 2005
Request for Qualifications for Interpretive/Exhibitry Fabrication and Installation Services for the Point Vicente Interpretive Center (PVIC) Statement of Qualifications Due: Thursday April 28, 2005, 4:00 P.M. City of Rancho Palos Verdes Point Vicente Interpretive Center Request for Qualifications for Interpretive/Exhibitry Fabrication and Installation Services April 5, 2005
SECTION A – GENERAL INFORMATION
Introduction and Background
Interpretive Center Primary Theme
Historically, culturally, and ecologically,
the Palos Verdes Peninsula is a place set apart,
an area marked by the passage of the Pacific gray whale.
As the Center’s theme implies the Palos Verdes Peninsula is "a place set apart". The Peninsula was once, part of the Channel islands, home to the Tongva Indians, host to Spanish ranchers, Portuguese Whalers, Japanese dry farmers, entrepreneur investors, military outpost and is now one of the most sought after places to reside in.
The Point Vicente Interpretive Center itself is home to the Los Serenos de Point Vicente Docents, Volunteers, Associates and Friends who provide support to the City of Rancho Palos Verdes and it’s thirteen park sites. The docents assist the city in providing education at the Center and park sites by means of docent-led tours, special events, workshops and classes.
The City’s Public Works Department is now seeking qualified exhibit fabrication firms ("Exhibit Supplier") with demonstrated experience fabricating and installing interpretive exhibits, for the purpose of creating a pre-qualified shortlist of firms who can propose on the Contract Documents for fabrication and installation of Palos Verdes Peninsula and marine themed exhibits for the Point Vicente Interpretive Center (PVIC). Relevant experience may include fabricating and installing interactive exhibits and play-spaces for museums and theme parks.
These interpretive exhibits will be displayed in approximately 3,500-square feet of the 10,000 square foot Palos Verdes Interpretive Center in the City of Rancho Palos Verdes on the bluff, just west of Point Vicente lighthouse, south of Palos Verdes Drive South and east of Hawthorne Boulevard.
The Point Vicente Interpretive Center, is located at one of Southern California’s premiere gray whale watch sites. The physical nature of the site as it juts out into the Pacific Ocean, perched on a rugged cliff, provides an excellent vantage point for viewing the whale migration from December to May. Point Vicente is one of twelve gateways in the California Coastal Monuments program operated under the Bureau of Land Management and is owned and operated by the City of Rancho Palos Verdes. The Point Vicente started operations in 1984 as a 2,500 square foot center and is currently undergoing a 7,500 square foot expansion which is currently scheduled to be completed by the end of August 2005.
Exhibit Suppliers are encouraged to contact Holly Starr (City’s Recreation Services Manager) at 310-544-5264 for a site visit and additional history as described in the "Point Vicente Interpretive Center Master Plan".
It is anticipated the Center will be used regularly by: students and student groups; local, national, and international visitors; local residents and their guests; civic and professional organizations; government entities; the business community; and miscellaneous youth groups.
The Point Vicente Interpretive Center’s Mission Statement:
To present and interpret the unique features and history
of the Palos Verdes Peninsula and adjacent waters
Purpose of Exhibitry:
The proposed exhibitry is intregral in connecting the community and visitors to the unique peninsula history, Pacific Gray Whale migration and invoking an appreciation of the environment.
Types of Exhibitry:
Exhibits include a mix of two- and three-dimensional objects including flat panels with text, models, maps and simulated habitat. Many artifacts and pieces of exhibitry already exist and need to be reincorporated into the project. The content of the exhibit was developed jointly with our Exhibit Designer Michael Jurdan Inc., the Acorn Group and the City’s Recreation staff. The static two dimension graphics will be integrated with three dimension models, artifacts and interactive material. Individual project elements will be fabricated and installed in phases as funds become available. Consequently construction and installation of proposed exhibits will span two to three fiscal years (July 2004 to June 2007).
The following are the Phase 1 interpretive exhibits, all of which are currently planned for fabrication and installation between June 1, 2005 and August 29, 2005 and installation between August 29th and October 25, 2005:
Visitor orientation to the Point Vicente Interpretive Center (Main Lobby)
• Time and Terraced Land fabricated on site (of Palos Verdes Cliffs) includes a
sunrise/set sky mural and securing of existing taxidermied mounts to cliffs and
fabrication of tidepool area.
• Whale Mural
• Kelp Forest (to match existing sections)
• Sea Cave (a combination of lightweight concrete and fiber-reinforced plastic) includes
display areas and interpretive panels
• Small Theatre includes furnishing and installation of video monitor(s) and the creation
of 3 specialized short productions for theatre
• Fabrication of interpretive interior signage
• Fabrication of display cases
• Installation of existing (E) Articulated Gray Whale skeleton (fabrication of
appox 10% missing bones)
• Installation of existing Full size Orca, Dolphin, Gray and False Killer whale models
• Reinstallation of: Illustrated Whale Comparison Wall Panels
Phases 2 and 3 which are planned for fabrication and installation a year later in FY 06/07 include:
• Fabrication and Installation of hands-on gray whale sectional model
• Fabrication of a section of Spanish adobe porch/mural work and associated architectural
• Vanderlip’s Dream (local entrepreneur) Interpretation of his vision and impact
• Japanese farming Photo Mural (AE) Additional Photo Murals and farming artifacts
• WWII historic military use
• Peninsula History Includes: Light House, Marine Land, the incorporation and growth of
the four Peninsula Cities
• Relief Map (a three-D model exists but may need a fiberglass model made). Map to be
hung on wall with landform images projected on to it.
• Creation of projectable images for Relief Map to include Peninsula population density (every ten years), original Indian settlements, special geological features, Spanish Ranchos, Japanese Farms, matching Aerial shots etc
• Whaling Interpretive Area
• Installation of an existing 27ft shore whaling boat and associated implements.
• Possible fabrication of whaling implements
• Fabrication and installation of a shore whaling shack/station
• Interpretive panel or model showing the peninsula’s island origin.
Exhibit Design Coordination:
The Supplier will be required to coordinate its efforts with the Exhibit Designer (retained by the City) and Staff to ensure that the construction of the exhibitry meets the intent of the Contract Documents (CDs). Such coordination will include but not be limited to: working directly with the City and the Exhibit Designer to fabricate and install the exhibit design elements; attending meetings of the City and Exhibit Designer during construction. Respondents to this RFQ must demonstrate their experience in and ability to fabricate and install projects similar in nature and scope to the proposed Rancho Palos Verdes Point Vicente Interpretive Center project.
SECTION B – STATEMENT OF QUALIFICATIONS
Due Date/Reply Period
In response to this RFQ, the prospective Supplier shall submit a Statement of Qualifications (SOQ) no later than Thursday, April 28, 2005 at 4:00 p.m. Faxed copies or electronic submission is not acceptable. The SOQ shall be delivered by hand or by mail and post marks will be accepted, but the package must be postmarked no later than Thursday, April 28, 2005 at 4:00 p.m.
No mandatory or voluntary meeting is scheduled prior to the due date
Publishing and Delivery of the RFQ
The RFQ will be published in the L.A. Business Journal on Monday April 11, 2005 and shall be mailed to the attached list of Suppliers. Upon request, RFQ will be mailed to any other interested party. The RFQ is also available on the City of Rancho Palos Verdes website at : www.palosverdes.com/rpv/publicworks/content/PVICEXHIBITBUILDERREQUEST.doc
Request for Information or Clarification
All requests for information or clarification during the reply period shall be in writing in the form of an e-mail addressed to: AnneZ@rpv.com The e-mail shall be clearly identified in the subject line as: "PVIC: Request for Information-Interpretive/Exhibitry"
To the extent feasible, all requests for information or clarification and the response by the City will be copied to all recipients of the RFQ, unless a recipient informs the City
that it is not interested.
No responses to requests can be provided later than Tuesday, April 26, 2005 at 4:00 p.m. The City will make every feasible effort to provide the information or clarification requested, however in some circumstances information or clarification may not be available within the RFQ reply period.
All correspondence during the reply period shall be by e-mail. Interested respondents who do not have access to e-mail or who are not able to use e-mail, and wish to provide a Statement of Qualifications, may request in writing that correspondence be provided by conventional mail.
Please be certain that you maintain an active e-mail account that is checked daily, and that you notify the City of the address if it is different than the address this RFQ is sent to.
Description of Requested Services
The selected Supplier shall provide the following services:
Submission of Statement of Qualifications.
Supplier shall provide six (6) original sets of his/her SOQ. At a minimum the Statement shall include the following information:
□ A signed cover letter of interest.
□ A detailed description of the proposed Construction team, including all major sub-suppliers.
□ The resume of the Supplier’s representative who would manage the project.
□ A description of previous work experience which clearly demonstrates the Supplier’s ability to provide the services described herein.
□ Detailed examples of previous projects completed of a similar scope and scale (include photos)
□ A description of the proposed methodology to be utilized.
□ A description of current insurance coverage for commercial general liability, worker’s compensation, and errors and omissions. Provide Certificate of Insurance where
□ Sign and date your SOQ.
□Cost quotations are not requested at this time.
Please submit your Statement of Qualifications by hand or mail only to:
City of Rancho Palos Verdes Public Works Department
30940 Hawthorne Boulevard
Rancho Palos Verdes, CA 90275
Phone: (310) 544-5272
Fax: (310) 544-5292
Review of Qualifications
Following receipt of all Statements of Qualifications pursuant to this RFQ, City staff and others as warranted will carefully review those SOQs which comply with the requirements of the RFQ. The City will select certain suppliers who possess the
necessary qualifications and experience to provide the services desired. Those suppliers selected by the City will be invited to submit a formal Proposal to provide interpretive/exhibitry fabrication/installation services pursuant to a Request for Proposal (RFP) which will be prepared and issued in early May 2005.
Suppliers selected to receive the RFP shall be selected based on the overall qualifications and experience of the Supplier and his/her project team. The City reserves the right to utilize any reasonable type of selection system they so choose to review the SOQs, including, but not limited to, a numerical system, jury selection, or committee recommendations.
SECTION C - GENERAL CONDITIONS
Conditions of Statements of Qualifications
1. The City reserves the right to reject any or all Statements received.
2. The City will not be liable for any costs incurred in the preparation of Statements.
3. The submission of a Statement of Qualifications shall be prima facie evidence that the
supplier has full knowledge of the scope, nature, quantity, and quality of the work to be
4. The supplier shall furnish the City such additional information as the City may reasonably require.
5. The City reserves the right to conduct personal interviews of any or all suppliers prior to progressing to the formal proposal stage.
6. The City reserves the right to request clarification of information submitted and to request additional information.
7. Statements may not be modified or withdrawn prior to the selection of suppliers who will receive a formal RFP.
8. The City will require the selected supplier to enter into a standard supplier agreement prepared by the City.
9517 East Rush Street
South El Monte, CA 91733
D&P (Design and Production)
7110 Rainwater Place
Lorton, VA 22079
M.I.C.E. Display Works
6489 Oak Canyon
Irvine, CA 92618
5560 Katella Avenue
Cypress, CA 90630
General Exhibits & Displays, Inc.
4925 West Lawrence Avenue
Chicago, Illinois 60630
Sparks Exhibits & Environments
10232 Palm Drive
Santa Fe Springs, CA 90670
5595 Fresca Drive
La Palma, CA 90623
The Roybal Corporation
7600 East Eastman Ave.
Denver, CO 80231
Split Rock Studios
(Formerly Deaton Museum Services
2071 Gateway Blvd.
St. Paul, MN 55112
651-631-2211, ext. 15
1320 Harmon Dr.
Rantoul, IL 61866
P.O. Box 1635
Tallahassee, FL 32302