NOVEMBER 15, 2005 PROPOSED EXHIBIT FUNDING FOR POINT VICENTE INTERPRETIVE CENTER NOVEMBER 15, 2005 PROPOSED EXHIBIT FUNDING FOR POINT VICENTE INTERPRETIVE CENTER NOVEMBER 15, 2005 PROPOSED EXHIBIT FUNDING FOR POINT VICENTE INTERPRETIVE CENTER

TO: HONORABLE MAYOR AND CITY COUNCIL

FROM: DIRECTOR OF RECREATION AND PARKS

DATE: NOVEMBER 15, 2005

SUBJECT: PROPOSED EXHIBIT FUNDING FOR POINT VICENTE INTERPRETIVE CENTER

Staff Coordinator: Holly Starr, Recreation Services Manager

RECOMMENDATION

  1. Adopt Resolution No. 2005-xxx , amending Resolution No. 2005-53, the budget appropriation for FY 05-06, authorizing an increase in the amount of $519,279 for fabrication/installation of exhibits at the Point Vicente Interpretive Center by Taylor Studios Inc. and City Staff; expected to be offset by fundraising over a six-year period.
  2. Award a contract to Taylor Studios Inc. in the amount of $562,279 for Phase 1 exhibit

fabrication/installation at Point Vicente Interpretive Center.

3. Award a contract to CBM Consulting, Inc. in the amount of $70,000 for Structural Plan Review/construction Management Services for Point Vicente Interpretive Center Phase 1 exhibit fabrication/installation project.

EXECUTIVE SUMMARY

The fabrication and installation of exhibits at the expanded Point Vicente Interpretive Center (PVIC) has been the topic of much discussion and study since the expansion was first broached in 1990. The total cost for a first-phase of significant exhibits is $713,279. A majority of the proposed fabrication and installation of exhibits would be performed by Taylor Studios, a professional exhibit fabricator. There is $194,000 available in existing funds (budgeted and fundraising dollars) for this project. The proposed request for $519,279 in additional funds is intended to ensure a balance between the building’s exterior design and the quality of its interior exhibits. Staff anticipates that $550,000 in additional funds will be raised over the next six years to offset the initial expenditure.

PVIC EXHIBITS PHASE I

Phase I Exhibit Costs

$ 713,279

Existing Funds

$ 194,000

Additional Exhibit Funds Needed

$ 519,279

Projected 6-Year Fundraising Total

$ 550,000

BACKGROUND

Since its opening in 1984, the Point Vicente Interpretive Center has had the distinction of being a premier destination for observing and studying the migration of the majestic Pacific gray whale. The Center has also been a superb educational facility, showcasing the rich natural beauty and diverse cultural history of the Palos Verdes Peninsula. Before its closure in 1999, hundreds of thousands of local and world-wide visitors came to PVIC to see gray whales first hand and to learn more about these remarkable creatures. Visitors also learned about the Peninsula’s geology, history, and its kaleidoscope of cultures, including the Tongva Indians, Spanish Ranchers, early visionaries such as the Vanderlips, and Japanese-American farmers.

Fifteen years ago the possibility of expanding the size and scope of the Interpretive Center and its exhibits was first discussed in earnest. From its inception, planning for the expansion was a community effort. City staff met extensively with members of Los Serenos de Point Vicente to discuss possible approaches to expand and enhance the Center’s exhibits. The Acorn Group, a professional exhibit design firm, worked with a design subcommittee composed of volunteers and staff to develop a cohesive, master plan of exhibits for the proposed expanded center. Many exhibit elements from the original center were incorporated into the new master plan. However, due to the age and condition of some of the original exhibits, combined with the opportunity for exhibit space at the expanded Center, substantial new exhibit fabrications were also designed. Acorn Group’s conceptual design, master plan, and staff-recommended phasing plan were further refined by exhibit designer Michael Jurdan.

An extensive, publicized search was conducted in March and April 2005 to select a qualified supplier to fabricate and install the proposed exhibits. Eleven firms responded to the Request for Qualifications. City staff carefully reviewed all the submitted Statement of Qualifications, and developed a short list of qualified suppliers who possessed the necessary qualifications and experience, to submit formal proposals. A Request for Proposal (RFP) was issued to selected suppliers on the City’s short list. Split Rock Studios and Taylor Studios Inc. responded to the RFP. While both companies are well regarded in their field, Taylor Studios was the unanimous choice due to its combination of competitive pricing, professional results, and proven reliability. Split Rock’s bid is lower on some individual items, but Taylor Studios costs are significantly lower overall.

DISCUSSION

Fundraising

Community support for PVIC has been consistently strong. In addition to numerous in kind donations of exhibit materials and the ongoing support of the Los Serenos Docent and volunteer program, monetary support for sight-unseen exhibits has been impressive to date. That level of support should continue and increase when the Center opens to the public, allowing them the chance to experience firsthand its breath-taking architectural design, numerous educational prospects, and opportunities for on-site recognition.

To date, $194,000 is available to offset the cost of exhibit fabrication and installation (exhibit A). Staff estimates that this initial expenditure could be offset by a multi-pronged 4 year fundraising drive. Fundraising projections are estimated at $400,000 in the first 4 years, and $550,000 by the sixth year. These funds would be used to offset the additional costs of exhibits. Additional funding needed for the highest priority exhibits in Phase 1 is $302,864; additional funding for priority 1 and 2 items in Phase 1 is $443,579, and full funding for all of Phase 1 would cost an additional $519,279.

Anticipated fundraising streams include whale and amphitheater plaques, commemorative brick pavers, opportunities to name the entire amphitheater or individual rows, and an illuminated donor recognition board, prominently located within the building. Staff will also actively pursue all relevant grant opportunities. Another significant source of potential funds is the availability of complete exhibit sponsorship opportunities. An individual or company has the opportunity to fully sponsor an exhibit such as the Sea Cave or interactive whale exhibit. Revenue from this source is not included in either the four-year or six-year projections.

Exhibit A Exhibit Funding

Existing Funds

Rec and Parks Budgeted Exhibit Funds

$ 25,000

Whale Walk Bronze Plaques Donations

$ 80,000

Docent Monetary Contributions

$ 25,000

Norris Foundation

$ 12,000

Public Works Budgeted Sea Cave Exhibit Funds

$ 44,000

Evans Foundation

$ 8,000

TOTAL EXISTING FUNDS

$ 194,000

Projected Fundraising Dollars 3-4 year period

Sale of Individual Commemorative Amphitheater Plaques

$ 170,000

Amphtitheater Row Naming Opportunities

$ 40,000

Entire Amphitheater Sponsorship

$ 60,000

Sale of Commemorative Brick Pavers

$ 20,000

Sale of Commemorative Whale Plaques

$ 80,000

Donor Recognition Board

$ 30,000

TOTAL ANTICIPATED FUNDS

$ 400,000

COMBINED EXISTING AND PROJECTED FUNDRAISING DOLLARS (3-4 YEARS)

$ 594,000

Projected Fundraising Dollars 6 year period

Sale of Individual Commemorative Amphitheater Plaques

$ 250,000

Amphtitheater Row Naming Opportunities

$ 60,000

Entire Amphitheater Sponsorship

$ 60,000

Sale of Commemorative Brick Pavers

$ 40,000

Sale of Commemorative Whale Plaques

$ 100,000

Donor Recognition Board

$ 40,000

TOTAL ANTICIPATED FUNDS

$ 550,000

COMBINED EXISTING AND PROJECTED FUNDRAISING DOLLARS (6 YEARS)

$ 744,000

Exhibit Fabrication

Full implementation of the Center’s exhibits has been envisioned from the beginning as a multi-phase-process, with additional exhibits being added as funding becomes available. The proposed elements in Phase 1 are world class museum components that set the tone for a visitor’s initial experience while also allowing for future exhibit additions. Most of the exhibits match exhibit designer Michael Jurdan’s specifications outlined in the Request for Proposal. Several exhibits (indicated by an "a" in exhibit B) are based on recommendations by Taylor Studios and Split Rock that achieve the same desired museum-quality experience as Jurdan’s specifications, but with significant cost savings. Additionally, while the majority of Phase 1 exhibits would be fabricated and installed by Taylor Studios, a number of exhibit elements (exhibit B ) would be purchased and installed separately for cost-saving reasons. Taylor Studios estimates that fabrication and installation would be completed in 210 calendar days. Subsequent additions are not expected to require temporary closure of the Center. (A prioritized breakdown of Phase 1 exhibits and their costs is found in exhibit B.)

The lobby area depicts a realistic tidal zone with accurate fabricated coastal sage scrub outcroppings and marine life. Kelp displays and murals featuring gray whales, a sea otter, leopard shark and other marine animals add to the authentic perspective. Special lighting in the kelp forest appears as sunlight filtered through water, with a Gray Whale calf floating above.

The sea cave, with its subdued lighting and mysterious sounds of water rushing through blow-holes, sets the tone for a walk through Peninsula history. Three-dimensional rock-work, combined with dramatic, educational murals, ancient fossil displays of paleontological specimens, and dramatic graphics encourage visitors to explore marine and terrestrial life of the past, all marked by the passage of the gray whale. Other sections of the sea cave depict large ice age mammals, such as giant sloths, camels, and mammoths, as well as early hunter-gatherer tribes.

There are a number of additional elements in exhibit fabrication Phase 1 that would add considerably to the overall educational and sensory experience for a visitor. These elements (listed in exhibit B) include authentic Native American mannequins, a Native American sea mural, an educational interactive whale model and a professionally produced film depicting the Peninsula’s formation and extraordinary geology. Other exhibits proposed to be purchased by staff, not Taylor Studios, include a mounted dolphin comparison display, repair and installation of existing three-dimensional life-size whales, and display units that will showcase a portion of the Center’s existing artifact collection.

The matrix below (exhibit b) outlines the Phase 1 exhibit fabrication and installation costs. The exhibits are divided into three priority levels. Priority 1, which includes the lobby rocky cliffs section, sea cave, and Native American area, is budgeted at $496,864. Priority 2, which includes Native American mannequins, an indoor theater, and an interactive whale model, is budgeted at $140,715. Priority 3, which includes a professionally-produced educational film and the installation of an authentic shore-whaling boat, is budgeted at $75,700. Full funding of the exhibits in Phase 1 is $713,279, $194,000 of which is covered by existing budgeted and donated funds. The remaining balance is approximately $519,279, which staff anticipates could be offset by the end of a six-year fundraising push.

Exhibit B PVIC PHASE I EXHIBITS

Cost Proposals: Taylor Studios & Split Rock Studios

PRIORITY 1

Description

Taylor #

Taylor Price*

Split Rock #

Split Rock Price*

Lobby Rock Cliffs/Tidepool

1.a

$ 179,278

1.a

$ 156,303

Sea Cave

2

$ 120,090

2

$ 110,188

Native American

3

$ 54,596

3

$ 132,688

Whale Comparison Wall

5

$ 2,900

5

$ 2,025

Lobby Mural: Cliff

7.a

$ 11,600

7.a

$ 20,514

Lobby Mural: Whales

8.a

$ 23,900

8.a

$ 54,576

Lobby Mural (over cave)

9.a

$ 3,550

9.a

$ 7,983

Kelp Forest Flip Stand

12

$ 1,950

12

$ 940

Man and Marine Mammals Display Units**

$ 15,000

$ 15,000

Hanging Whales**

$ 8,000

$ 8,000

Mounted Dolphin Display**

$ 6,000

$ 6,000

Inspector/Structural Engineer Project Manager**

$ 70,000

$ 70,000

Priority 1 Total

$ 496,864

$ 584,217

Existing Funds

$ 194,000

$ 194,000

Priority 1 Total Less Existing Funds

$ 302,864

$ 390,217

PRIORITY 2

Description

Taylor #

Taylor Price

Split Rock #

Split Rock Price

Native Amer. Mannequins

10

$ 30,875

10

$ 59,070

Native Amer. Sea Mural

17

$ 4,950

17

$ 3,663

Theater

4***

$ 30,950

4***

$ 134,254

Theater Monitor and Hardware***

$ 12,000

***

***

Signage

14a

$ 23,790

14a

$ 10,767

Interactive Whale Model

6

$ 38,150

6

$ 40,650

Priority 2 Total

$ 140,715

$ 248,404

Priority 1 + Priority 2 Total

$ 637,579

$ 832,621

Existing Funds

$ 194,000

$ 194,000

Priority 1 + Priority 2 Total Less Existing Funds

$ 443,579

$ 638,621

PRIORITY 3

Description

Taylor #

Taylor Price

Split Rock #

Split Rock Price

Whale Boat Installation**

$ 40,000

$ 40,000

Peninsula Formation Film

13

$ 30,000

13

$ 68,750

Movable Intro Unit

15

$ 5,700

15

$ 10,730

Priority 3 Total

$ 75,700

$ 119,480

Priority 1,2, and 3 Total

$ 713,279

$ 952,101

Existing Funds

$ 194,000

$ 194,000

Priority 1,2, and 3 Total Less Existing Funds

$ 519,279

$ 758,101

*Taylor Prices include mobilization and administration costs; Split Rock Prices do not.

**Indicated purchases made by staff, not by Taylor or Split Rock for cost-saving purposes.

***Split Rock Theater price includes camera/projection equipment costs not included in Taylor's estimate.

Theater Monitor and Hardware to be purchased by staff.

Staff anticipates that the services of a construction manager will be needed for this project. Priority 1 includes $70,000 for a consulting firm to perform structural plan check review and construction management services for all elements of Phase 1. CBM Consulting Inc served as construction manager during the recently completed expansion of PVIC and is uniquely qualified to continue in that role during the fabrication/installation phase. CBM would work closely with City Staff and the exhibit supplier to ensure a successful and timely installation of exhibits during pre-construction preparation, the construction phase, and project closeout. Under the terms of its proposal (see attached) CBM would review and approve structural plans, review exhibit supplier pay requests, coordinate necessary revisions, coordinate quality assurance programs and special inspections, analyze and negotiate change orders as needed, monitor labor compliance, and prepare punch lists and final inspection reports

If no additional funds are made available at this time, the $194,000 of existing funds would be applied primarily to the Lobby Rock Cliffs area. Fundraising efforts would continue and exhibits would be installed on a piece-meal basis as funds become available. This piece-meal approach would lead to higher overall costs due to anticipated increases in construction and exhibit expenses and additional mobilization and administration costs incurred by the exhibit fabricator. Spaces in the Center currently reserved for Phase 1 and Phase 2 exhibits would either be filled with original center exhibits and exhibits produced by staff and volunteers where feasible or left vacant. This approach could lead to temporary closures of the Center to allow for installation, particularly in the case of the Sea Cave, Native American area, and remaining Lobby area components.

Phase 2 Exhibits

Phase 2 exhibit elements are currently still at a conceptual design level with limited cost estimates at this time. Phase 2 focuses on a more in-depth examination of the cultural and historical aspects of Palos Verdes. When funded and installed, this phase will include exhibits on the Spanish Ranchos, shore whaling, the Vanderlip family and other Peninsula visionaries, Japanese-American farming, life during World War II, the growth of the Peninsula and the City of RPV, a topographical relief map of Palos Verdes’ geological terraces, and a suspended whale skeleton. Phase 2 exhibits would be installed as funds become available, but only after the fundraising effort to offset additional funds used for exhibits in Phase 1 is complete. Existing and temporary exhibits would fill these spaces where feasible.

All funds raised beyond the amount needed for Phase 1 exhibits would be earmarked for future Phase 2 installations.

FISCAL IMPACT

The total cost of Phase 1 exhibits is $713, 279. $519,279 of additional funds is needed for Phase 1 exhibits. These funds are available in the "available" general fund reserve. Staff anticipates that these funds could be fully offset through fundraising efforts within six years. This expenditure would not be capitalized and replacement of the asset will not be funded with an annual depreciation charge in the Equipment Replacement Fund. Staff anticipates that any future modifications to or replacement of these exhibits will be funded with additional future donations. A "Fiscal Year 2005-2006 Statement of Estimated General Fund Reserves" is attached to this report.

CONCLUSION

From its inception, the expanded Point Vicente Interpretive Center was intended to be a world-class center for studying Palos Verdes’ history as well as the migration of the Pacific Gray Whale. Hundreds of thousands of visitors came to the Center before it closed and even more are expected once it reopens. If approved, the proposed fabrication and installation of museum-quality exhibits would be consistent with the quality of the Center’s exterior design.

Respectfully submitted:

Ron Rosenfeld

Director of Recreation and Parks

Reviewed:

Les Evans

City Manager

Attachments:

Resolution No. 2005-_______

Taylor Studios Inc. Agreement

Taylor Studios Proposal (Exhibit A)

CBM Consulting, Inc. Agreement

CBM Consulting, Inc. Proposal (exhibit A)

Taylor Studios Inc. Sketchbook

PVIC Diagrams: Phase 1 Priorities 1-3 and No Additional Funding

Lobby Area Rocks Conceptual Drawing

Whale Mural Conceptual Drawing

Sea Cave Conceptual Drawing

Native American Area Conceptual Drawing

Interactive Whale Conceptual Drawing

Split Rock Studios Proposal

Fiscal Year 2005-2006 Statement of Estimated General Fund Reserves

 

RESOLUTION NO. 2005-

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO PALOS VERDES AMENDING RESOLUTION NO. 2005-53, THE BUDGET APPROPRIATION FOR FISCAL YEAR 2005-2006, FOR A BUDGET ADJUSTMENT TO THE CITY'S GENERAL FUND

WHEREAS, Section 3.32 of the Rancho Palos Verdes Municipal Code provides that all expenditures in excess of budgeted allocations must be by supplemental appropriation of the City Council; and,

WHEREAS, on May 31, 2005 the City Council of the City of Rancho Palos Verdes adopted Resolution No. 2005-53 approving a spending plan and authorizing a budget appropriation for the 2005-2006 fiscal year; and,

WHEREAS, the Point Vicente Interpretive Center, since its inception, has served as a premier destination for observing the migration of the Pacific Gray Whale,

WHEREAS, the Point Vicente Interpretive Center, since its inception, has showcased the rich natural beauty and diverse cultural history of the Palos Verdes Peninsula,

WHEREAS, the Point Vicente Interpretive Center, having been closed for six years, has undergone a long-planned expansion, increasing its size from 2200 square feet to almost 10,000 square feet,

WHEREAS, the services of a professional exhibit fabrication/installation firm is needed to install high-quality museum exhibits at the Point Vicente Interpretive Center,

WHEREAS, after a rigorous search for qualified firms, Taylor Studios Inc. was selected due to its competitive pricing, professional standing, and established reliability,

WHEREAS, the services of a professional construction management company is needed to perform structural plan check review and construction management services during the exhibit fabrication/installation process,

WHEREAS, CBM Consulting, Inc. performed construction management services during the expansion of the Point Vicente Interpretive Center,

WHEREAS, CBM Consulting, Inc. has been selected as a qualified provider of construction management services for the fabrication and installation of exhibits at Point Vicente Interpretive Center,

WHEREAS, a budget increase in the General Fund is necessary to authorize expenditures for the fabrication and installation of exhibits.

BE IT, THEREFORE, RESOLVED BY THE CITY COUNCIL OF THE CITY OF RANCHO PALOS VERDES:

Section 1: The following increase be made to the fiscal year 2005-2006 General Fund budget:

General Fund:

Operating Supplies #101-5060-451-61-00 $519,279

PASSED, APPROVED, and ADOPTED this 15th day of November 2005.

__________________________

ATTEST: MAYOR

___________________________

CITY CLERK

State of California )

County of Los Angeles )ss

City of Rancho Palos Verdes )

I, Carolynn Petru, City Clerk of The City of Rancho Palos Verdes, hereby certify that the above Resolution No. 2005- was duly and regularly passed and adopted by the said City Council at regular meeting thereof held on November 15, 2005.

____________________________

CITY CLERK