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HomeMy WebLinkAbout10/17/96AGENDA ADJOURNED REGULAR MEETING HERMOSA BEACH CITY COUNCIL Thursday, October 17, 1996 - Council Chambers, City Hall 7:10 p.m. MAYOR Julie Oakes MAYOR PRO TEM J. R. Reviczky COUNCIL MEMBERS Robert Benz John Bowler Sam Y. Edgerton CITY CLERK Elaine DoerEling CITY TREASURER John M. Workman CITY MANAGER Stephen R. Burrell CITY ATTORNEY Michael Jenkins All council meetings are open to the public. PLEASE ATTEND. The Council receives a packet with detailed information and recommendations on nearly every agenda item. Complete agenda packets for this meeting are available for public inspection in the, Public Works Department, Public Library, and the Office of the City Clerk. During the meeting, a packet is also available in the Council foyer. CALL TO ORDER PLEDGE OF ALLEGIANCE ROLL CALL 1. DOWNTOWN IMPLEMENTATION PLAN - LOWER PIER AVENUE CONSTRUCTION RECOMMENDATION: 1) Approve color and materials for the Lower Pier Avenue Project; and, 2) Approve construction documents and specifications for Lower Pier Avenue and the Hermosa Avenue and Pier Avenue intersection. CITIZEN COMMENTS ADJOURNMENT THIS MEETING WILL BE TELEVISED LIVE ON CENTURY CABLE CHANNEL 3. 1 .,r Honorable Mayor and Members of the Hermosa Beach City Council Lower Pier Avenue Construction Recommendation: October 10, 1996 Special meeting of October 17, 1996 It is recommended that the City Council: 1. Approve color and materials for the Lower Pier Avenue Project. 2. Approve construction documents and specifications for the Lower Pier Avenue and Hermosa Avenue and Pier Avenue intersection. Background: The City Council at their special meeting of September 18, 1996, approved the basic design for the streetscape improvements on Lower Pier Avenue but had some concerns regarding material colors and selection, the location and height of street bollards and some of the more detailed aspects of the design. Over the past month the City's architect has proceeded forward with the development of the final construction documents, integrating the design considerations expressed by City Council into the ultimate plan. Analysis: The IBI Group has examined last meetings design inquiries and has made changes to the plan which include: reduction in the number of bollards at the Beach Drive intersection, installation of parking meters on the street light poles, reducing the width of the handicapped ramps at the Hermosa Avenue intersection and the addition of hydraulic bollards on Beach Drive. Plans are available for review at the Public Works Department. The architects have also reconsidered the paving colors. They agree with City Council that the original pavement selections were somewhat cool. The new lighter hued selections are ones which will give a subtle sense of warmth and comfort to the Lower Pier Avenue area. After much consideration the architect does, however, believe that the originally specified brushed stainless steel is the best solution for fixtures and street furniture in the extreme salt air environment that these improvements will be exposed to. Stainless is used extensively in nautical and marine fittings for this very reason. The Public Works Department suggests that the use of stainless steel will substantially reduce maintenance costs over painted or anodized t aluminum options. As directed IBI will be presenting these other materials as alternatives to the original specification at this meeting. The latest plans will show changes made in response to issues pointed out by residents, business owners and City Council at the last meeting. The architect has brought the plans into focus now with only some greater detailing of construction methods left outstanding. Because these details will have no impact on the overall appearance of the improvements and in the interest of getting the plans to bid as soon as possible it is requested that City Council approve the construction documents at this meeting. Respectfully submitted: Concur: I%� Joe Mankawich CIP Engineer dip1 01 8.cc Amy Am1rani Director of Public Works Step ' . Burrell City -nager COMMUNITY OPEN HOUSE OCTOBER 30 T October 1996 he City of Hermosa Beach has recently hired the local construction engineering firm, ASL Consulting Engineers, to provide construction management and public relations services for the Lower Pier Avenue Downtown Renovation Project. The City is sponsoring an open house at 8:30 a.m. October 30, 1996, at the Sabroso Grill to introduce ASL to the community and begin preparations for the big groundbreaking in January. Representatives from the City of Hermosa Beach and ASL will be available to answer any questions you may have. Refreshments will be served. We look forward to seeing you! For several years, the City of Hermosa Beach has been planning a downtown renovation project that will ultimately enhance the downtown region. The City has solicited input from Hermosa Beach residents and business owners regarding their vision for a "rejuve- nated downtown region." The proposed project is a culmination of many hours of cooperative effort. Recently, with help from the project architect, IBI Group of Irvine and support from Hermosa Beach residents and business own- ers, the City has approved preliminary plans and specifications for streetscape and roadway im- provements on Lower Pier Avenue. The construction is planned to commence in January 1997 and conclude in May 1997. ASL's construction manage- ment, inspectors and public liason Community Open Nouse continued from page 1 will work closely with City Staff to provide accurate and timely con- struction information. Key components of ASL's approach would be regularly scheduled infor- mation meetings with the community, an information bulletin board, publi- cation of a timely project newsletter, and a commitment to timely as well as accurate response. ASL recently completed con- struction management for streetscape projects similar to Lower Pier Avenue in the cities of Arcadia, Irvine, Sierra Madre, and Culver City. Meeting Agenda 1I- held meeting will be the first of a set of monthly meetings that will be from now to the completion of the Lower Pier Avenue Project. This kick-off meeting will concentrate on the following issues: ❖ Getting acquainted with the City and consultant representatives ❖ Becoming familiar with what the project entails ••• Preliminary overview of the construction schedule ❖ Information gathering regarding individual businesses access requirements ❖ Ideas for special events during the construction ❖ Examples of ways the consultant was able to lessen construction nuisances on similar projects that they have worked on . 4. 4. • • • • 4. fi 9 • 4. @ 4 @ • 4. + O . 4. ew of downtown Hermosa Beach as it exists Coda}. Proposed streetscape design illustrating the rich and unique character of the Lower Pier area. N Please keep me informed about future community meetings. I have the following concerns: Name: Address: Telephone: Thank You for Your Inferesf! The goals of the Hermosa Beach Downtown Renovation Project are to: Create a community „Center-p1ece” and gathering place. coerce. Promote local com Provide maximum flexibility. Maxim1ze on -street parking• with hardscape Beautify and landscapetreatment. View of Pier Avenue looking east. Street and pedestrian paving for Pier Avenue is proposed to be of har- monious and complimentary materials and textures, with a higher de- gree of detail and special accents on the pedestrian surfaces. The scale and variety of the paving patterns will also compliment the singularly and highly individualized existing store front facades. NEXT STEPS O COMPLETE THE CONSTRUCTION DOCUMENTS. O ADVERTISE FOR CONSTRUCTION. ()AWARD CONSTRUCTION CONTRACT. PROJECT GOALS r 0 L ASL Consulting Engineers Hermosa Beach City Hall Department of Public Works 1315 Valley Drive Hermosa Beach, CA 90254 PLACE STAMP HERE 10/21/1996 07:13 3102210901 SYLVIA ROOTE' „ 1► Y11:' 1 Y: . 1 1 ; ► 1 ; ; 1► wY I PAGE 02 the City of Hermosa Beach, California, held on Thursda ` of 7:10 P.M. Y+ Ober I7, 19964 at the hour of PLERGUNALLIMECE - Leslie Newton HOLLEALL: Present: Bowler .Edgerton, Revicsky, Mayor Oakes Absent: Bens (arrived at 7:22 P.M.) Memorandum from Public Worts dated October 10, 1996. Mayor Oakes said the Downtown Implementation Plan, lower Pier Avenue construction would be discussed. Staff's recommendation was to review and approve final colors and materials for lower Pier Avenue, as well as construction documents and specifications for lower Pier and Hermosa Avenues intersection. She requested the IBI Group representatives present their recommendations. Paul Wens, Paul Zajfem Architects, working with the IBI Group, and Michael Major, IBI Group landscape architect, came forward to present the requested recommendations. Mr. Z 'fem described the changes . eU made to the working drawing since the last meeting. He said the bollards had been removed from inside the turn -around, pneumatic bollards have been included at the intersection of Beach Drive and Pier Avenue, the ramp appearance has been adjusted by a smaller width and walls have been incorporated to allow existing trees to remain. He wished to clarify that the dimensional difference between the decomposed granite and surrounding pavement is less than one-quarter inch, which would not be a tripping bawd. He suggested setting granite around the trees as an alternative. Mr. Zajfem presented illustrations of suggested street center delineation and bench styles and materials recommending natural -appearing monochromatic, dark -toned Lithoaete colors, accented by a atlirgl s ton for the street, red granite parking bollards, virtually maintenance -free benches and white light poets, which are readily available. He said he did not recommend making a difference in oolor between the main field and bands, preferring a blending of colors. Mr. Zajfern presented granite color samples, recommending the color contrast with the beach area. As an alternative, he suggested a combination of granite colors, benches made of granite with powder -coated wire mesh seating or a bollard height, he said if they are too high, theygranite slab. Because Addressing would touch them,he recommended will appear like a colonnade. people two feet tall granite bollards, stating this height would meet 95% of vehicle bumper requirements. The height could be increased from 24 to 30 inches before they become a problem. In response to Council "mations, Mr. Zajfem said the granite bollards are not retractable. Retractable bollards ate provided at the intersection for emergency access. He discussed the City Council Minute's 10-17-96 Page 1 arALA-- tAo-L,V civsL. -�- �.>,/- �- 10/21/1996 07:13 3102210901 SYLVIA ROOTE' PAGE 03 actual location of the granite and pneumatic metal bollards, recommending this combination aired granite parking bollards and retractable stainless steel bollards. He acknowledged that the darker granite tones might nominally increase street heat, but felt it not a major factor in the determination of final colors. Mr. Zajfeaa recommended the street and tree surrounds be of decomposed granite. Michael Major said hie preference was to use decomposed granite, because the tree roots will move the soil and fertilizing will be easier. Commenting the tree surrounds will he lower than the adjacent pavement, he said this area would contain natural colors for a natural look, require less maintenance and not be • tripping hatard. Commenting tree grates were still an alternatives, he did not recommend them due to possible warpage, maintenance, tripping hazard and fie. Irrigation would be a deep -watering bubbler system to encourage the roots to stay deep. He felt palm trees would provide warmth on the street. Mr. Major presented a granite piece which has been sealed with a nuclear sealant, discussing its durability and stain sesistaaoe with the Council. Responding to Council questions regarding the austerity of stainless steel and the apparent lack of color, Mr. Zajfem explained the weather conditions are severe which would have little effect on stainless steel, but could result in other materials being subject to vandalism, rust and rot. He agreed wood could be used for more comfortable seating, but might be vandalised or used for sleeping. He said the red granite was the most expensive, but is within the budget if used for the 27 bollards; not bands. Mr. Zajfem said Beach Drive paving materials will be s light grey concrete to contrast with the other paving, discussed budget allowanos for relocation of the cath haain and removal of eavarnl bonaade i,& Um ring at the turn -around, cautioning that if too many are removed, cars could park within that area. He said Beach Drive would have no curbs, the custom bollards would be filled with concrete, the four pneumatic bollards being made of stainless steel and allow emergency traffic access. He confirmed reduction in the number of bollards would allow aces by small cars. He discussed placement of granite bollards instead of pneumatic bollards, with placement allowing vehicular access. He felt this could present a liability problem, and did not recommend this. The Council discussed with Mr. Zajfem heat reflection or absorption propertiee of stainless steel benches. Responding to questions of cost, Public Work Director Anairani said each bench with a wire-meeh seat would coat approximately $1,500. Twelve concrete -anchored benches are being proposed. Mr. Zajfem said the life of wood benches was about five years, at which time they would need replacement. He and Mr. Majors detailed hen durability of stainless steel benches; neither felt dam $m and age could occur with normal, daily use. Responding to questions, Mr. Zajfem continued to recommend the steel benches and use of grey granites as an elegant combination. While continuing to recommend red granite bollards, He said if he would change anything in the recommended color scheme, it would be changing the red granite bollards to grey granite. Mr. Zajfesa explained light poles come in standard finishes: white aluminum. He preferred he white poles to furnish color in the 'ley and an anodised steel poles would be costly. He did not feel the white poles would ash with the commenting City Council Minutes 10-17-96 Page 2 10/21/1996 07:13 3102210901 SYLVIA ROOTE' PAGE 04 color schemer noting the colors and materials were natural colors. blending together well. The major field seen would be the street area with the other colors being very minor elements. Responding the questions, Public Works Director Amirani proposed two planters be constructed on the upper side of the upper pier area. She said the IBI Group would design the planters. The Council Members discussed with Messrs. Zajfern and Major their personal preferences for light post, bench and bollard materials, parking bollard heights, street colors, cleaning maintenance and methods, and a two-tone versus three -tone color scheme. Coming forward to eddies' the City Council at this time was: isnx.lbrirte - Hermosa Beach, said an important issue was Encroachment Permit standards for outside dining. He felt colors and contrasts would be addressed when these permits were considered and approved. He suggested that downstream, uniformity and color coordination could be established. There being no further public comments, Mayor Oakes closed the public participation portion of this meeting. Major Pro Tem Revicsky suggested electrical outlets be added on each pole for holiday lighting, and, in anticipation of any future problems, granite sets could be used, with tree grates could be made and installed at a later date. Council Member Edgerton said he preferred granite and wood benches as a more comfortable material and'tainleem steel. Council Member Bowler, noting the current maintenance issues with the light poles along The Strand, he suggested spending the extra money for stainless steel lighting fixtures. He felt it important for the comfort, that the benches have backs, preferring granite and wood benches for ease of maiatena'oe and cost replacement. Major Oakes summarised the Council's Preference as being benches with granite on both sides with open, wood slats. The meeting receesed at 8:20 P.M. The meeting reconvened at 8:35 P.M. Mr. Zajeens summarised IBI Croup's recommendation, displaying color and material samples to City Council Members. Mayor Oakes requested the Council's comments. Council Member Bowler preferred the dark paver ■s the field, with the bollards, accent stripe and bench sides being made from the red - toned granite. Council Member Edgerton agreed, stating a preference for matching colors to City Council Minutes 10-17-96 Page 3 " 10/21/1996 07:13 3102210901 SYLVIA ROOTE' PAGE 05 keep the area from being too "busy". Council Member Bens agreed with the suggested colors. Mayor Oakes felt the darker paving would appear more elegant and a nice backdrop. Major Pro Tem Revic:ky, referencing previous testimony, expressed concern regarding the heat generated by a darker paver, stated he preferred the lighter grey tone for the paver area and support a two-tone color scheme. Council Member Sen: confirmed that Mr. Zajfem thought the red granite for all trim was too loud and recommended the two tones of contrasting grays. Unanimous consensus (5/0) of the City Council was that all light standards and fixtures will be made of stainless steel. Unanimous eonsenuts (5/0) of the City Council was that the color scheme would be two tone, with matching of the bollards, trim and granite portion of the benches. Unanimous esnsaosns (5/0) of the City Council was that the tree surrounds would be of decomposed granite rather than metal tree grates at this point of time. Conse4soa (4/1 Revvicaky) of the City Council was that the benches will consist of granite sides with wood slat seats and backs. The granite is to be routed or grooved to harness the wood slats and is to be the same odor as the bollards and trim. Backless benches with granite sides could be considered as an alternative. Concern was expressed that benches might appear too bulky, with backless beaches not being comfortable. After discussion among Council Members, a vote for reconsideration of bench style and material was called. with Una as ersensus (5/0) of the City Council was to approve stainless steel metal benches City Manager Burrell said Staff had incorporated into the documents all City Council direction made at the previous meeting. This item will return to the City Council for contract award after bids have been requested and obtained. The meeting recessed at 8:56 P.M. to allow Council Members to review the various materials presented by the IBI Group. The meeting reconvened at 9:22 p.m. Mayor Oakes said the issue of color, was still open for discussion and decision. While the preference was for all granite benches, it would be too costly. She said two colors were being considered for the concrete field and three accent colors were being coneidered. IBI Group's recommendation was to use the darker field with grey accent granite and red granite bollards. Consensus of the City Council was to use only two colors. Mayor Pro Tem Revicsky stated support for color contrasts. He stated Support of a three color scheme, for contrast, suggesting use of the light and dark grey granites with red granite City Council Minutes 10-17-96 Page 4 •10/21/1996 07:13 3182210901 SYLVIA ROOTE PAGE 06 bollards. Council Member Bowler suggested, as a viable compromise, use of the red -flecked stone with the dark pavers and red bollards. Council Member Edgerton stated his support of this proposed compromise. Connell Member Benz supported Staffs recommendation. The Council Members discussed various possible color combinations, including a new combination of dark avncrst , the purple -grey granite in the street and red granite for bollards. Mayor Oakes supported the ar'chitect's original recommendation of a two-color scheme, having a dark field with the red -flecked granite as accent. MOTION by Revicaky, seconded by Bens, to APPROVE project architect's first recommendation, using dark and light grey, with dark grey pavers for the street, and red granite bollards. AYES: NOES: ABSENT: ABSTAIN: Bens, Revicaky Bowler, Edgerton, Mayor Oakes None None MOTION by Edgerton, seconded by Mayor Oakes, to APPROVE use of the dark concrete with dark grey red -flecked granite for the bollards and as the street accent. AYE& Bens, Bowler, Edgerton, Revicaky, Mayor Oakes NOES: None ABSENT: None ABSTAIN: None Public Works Director Amirani said this item would be brought back to the City Council on December 10, 1996, Ibr oontraot award determination. By eonaensoa (5-0), Staff was directed to arrange the pouring and sealing of a slab in the City Yard for testing of several types of sealant for best durability, with the understanding the project timing would not be impacted. Coming forward to address the City Council at this time were: Carter Hantott, Hermosa Beech, asked if total project funding had been acquired and if an agreement would be made between the County and City regarding the parking structure. City Manager Burrell r spored that funding had been obtained, with the Assessment District process scheduled or final Baring on October 22, 1996, and an agreement between County and City was currently being reviewed by lawyers, being currently scheduled for hearing on the November 14, 1996, meeting. Mr. Marriott felt the hotel project should not proceed until parking approvals by the County had been received. Mayor Oakes said this issue was not under consideration at this meeting, commenting no approvals would be made without consideration being given to adequate parking requirements. Mr. Harriott stated his opposition to the proposed hotel project. He asked about traffic flow in the area under consideration, to which City Council Minutes 10-17-96 Page 5 ` 10/21/1996 07:13 3102210901 SYLVIA ROOTE' PAGE 07 Pat mOakes responded, referencing the multitude of meetingsheld and flexible traffic Jobe Burg r, Hermosa Beach, requested the benches be placed in concrete to prevent removal. Noting possible oil drilling in the City Yard, he felt the plan timing should be published to allow project fellow -up. Poricla Spieltei. Hermosa Beach, noting new renovation and buildings on lower Pier Avenue, suggested, prior to or during the construction phase, recognition of businesses that have made a sizeable investments to make residents aware of this commitment to the City and residents. The City Council agreed this was a good idea. There being no further public comments, Mayor Oakes dosed the reopened public participation portion of the meeting. atigialailna — The Adjourned Regular Meeting of the City Council of the City of Hermosa Bah adjourned on October 17, 1996 at the hour of 9:55 P.M. to the Regular Meeting of October 22, 1996 at the hour of 6:30 P.M. City Council Minutes 10-17-96 Page 6 10/21/1996 07:13 3102210901 E A X SYLVIA ROOTE' TO: Robin Bennett 310/376-9380 FROM: Sylvia Root 310/221-0901 PAGE 01 The City Council 10/17/96 Minutes are being sent for your review. I will deliver the original and disc Tuesday a,m. The Page numbers need to be changed to correspond with your record numbers. Thank you for this opportunity to work with you and the City Council. If you need other substitution, I would be pleased to be considered. i'� E A X TO: Robin Bennett 310/376-9380 FROM: Sylvia Root 310/221-0901 The City Council 10/17/96 Minutes are being sent for your review. I will deliver the original and disc Tuesday a.m. The Page numbers need to be changed to correspond with your record numbers. Thank you for this opportunity to work with you and the City Council. If you need other substitution, I would be pleased to be considered. is -e eye �,zee�v.2 �v xFi a MINUTES OF THE ADJOURNED REGULAR MEETING OF THE CITY COUNCIL of the City of Hermosa Beach, California, held on Thursday, October 17, 1996, at the hour of 7:10 P.M. PLEDGE OF ALLEGIANCE - Leslie Newton ROLL CALL: Present: Bowler, Edgerton, Reviczky, Mayor Oakes Absent: Benz (arrived at 7:22 P.M.) DOWNTOWN IMPLEMENTATION PLAN - LOWER PIER AVENUE CONSTRUCTION Memorandum from Public Works dated October 10, 1996. Mayor Oakes said the Downtown Implementation Plan, lower Pier Avenue construction would be discussed. Staff's recommendation was to review and approve final colors and materials for lower Pier Avenue, as well as construction documents and specifications for lower Pier and Hermosa Avenues intersection. She requested the IBI Group representatives present their recommendations. Paul Zajfem, Paul Zajfem Architects, working with the IBI Group, and Michael Major, IBI Group landscape architect, came forward to present the requested recommendations. Mr. Zajfem described the changes made to the working drawing since the last meeting. He said the bollards had been removed from inside the turn -around, pneumatic bollards have been included at the intersection of Beach Drive and Pier Avenue, the ramp appearance has been adjusted by a smaller width and walls have been incorporated to allow existing trees to remain. He wished to clarify that the dimensional difference between the decomposed granite and surrounding pavement is less than one-quarter inch, which would not be a tripping hazard. He suggested setting granite around the trees as an alternative. Mr. Zajfem presented illustrations of suggested street center delineation and bench styles and materials, recommending natural -appearing monochromatic, dark -toned Lithocrete colors, accented by a lighter tone for the street area, red granite parking bollards, virtually maintenance -free stainless steel benches and white light posts, which are readily available. He said he did not recommend making a difference in color between the main field and bands, preferring a blending of colors. Mr. Zajfem presented granite color samples, recommending the color contrast with the beach area. As an alternative, he suggested a combination of granite colors, benches made of granite with powder -coated wire mesh seating or a granite slab. Addressing bollard height, he said if they are too high, they will appear like a colonnade. Because people would touch them, he recommended two feet tall granite bollards, stating this height would meet 95% of vehicle bumper requirements. The height could be increased from 24 to 30 inches before they become a problem. In response to Council questions, Mr. Zajfem said the granite bollards are not retractable. Retractable bollards are provided at the intersection for emergency access. He discussed the City Council Minutes 10-17-96 Page 1 actual location of the granite and pneumatic metal bollards, recommending this combination of red granite parking bollards and retractable stainless steel bollards. He acknowledged that the darker granite tones might nominally increase street heat, but felt it not a major factor in the determination of final colors. Mr. Zajfem recommended the street and tree surrounds be of decomposed granite. Michael Major said his preference was to use decomposed granite, because the tree roots will move the soil and fertilizing will be easier. Commenting the tree surrounds will be lower than the adjacent pavement, he said this area would contain natural colors for a natural look, require less maintenance and not be a tripping hazard. Commenting tree grates were still an alternative, he did not recommend them due to possible warpage, maintenance, tripping hazard and expense. Irrigation would be a deep -watering bubbler system to encourage the roots to stay deep. He felt palm trees would provide warmth on the street. Mr. Major presented a granite piece which has been sealed with a nuclear sealant, discussing its durability and stain resistance with the Council. Responding to Council questions regarding the austerity of stainless steel and the apparent lack of color, Mr. Zajfem explained the weather conditions are severe which would have little effect on stainless steel, but could result in other materials being subject to vandalism, rust and rot. He agreed wood could be used for more comfortable seating, but might be vandalized or used for sleeping. He said the red granite was the most expensive, but is within the budget if used for the 27 bollards; not bands. Mr. Zajfem said Beach Drive paving materials will be a light grey concrete to contrast with the other paving, discussed budget allowance for relocation of the catch basin and removal of several bollards in the ring at the turn -around, cautioning that if too many are removed, cars could park within that area. He said Beach Drive would have no curbs, the custom bollards would be filled with concrete, the four pneumatic bollards being made of stainless steel and allow emergency traffic access. He confirmed reduction in the number of bollards would allow access by small cars. He discussed placement of granite bollards instead of pneumatic bollards, with placement allowing vehicular access. He felt this could present a liability problem, and did not recommend this. The Council discussed with Mr. Zajfem heat reflection or absorption properties of stainless steel benches. Responding to questions of cost, Public Works Director Amirani said each bench with a wire -mesh seat would cost approximately $1,500. Twelve concrete -anchored benches are being proposed. Mr. Zajfem said the life of wood benches was about five years, at which time they would need replacement. He and Mr. Majors detailed the gauges and durability of stainless steel benches; neither felt damage could occur with normal, daily use. Responding to questions, Mr. Zajfem continued to recommend the steel benches and use of grey granites as an elegant combination. While continuing to recommend red granite bollards, He said if he would change anything in the recommended color scheme, it would be changing the red granite bollards to grey granite. Mr. Zajfem explained light poles come in standard finishes: white, grey and an anodized aluminum. He preferred the white poles to furnish color in the area, commenting stainless steel poles would be costly. He did not feel the white poles would clash with the proposed City Council Minutes 10-17-96 Page 2 color scheme, noting the colors and materials were natural colors, blending together well. The major field seen would be the street area with the other colors being very minor elements. Responding the questions, Public Works Director Amirani proposed two planters be constructed on the upper side of the upper pier area. She said the IBI Group would design the planters. The Council Members discussed with Messrs. Zajfem and Major their personal preferences for light post, bench and bollard materials, parking bollard heights, street colors, cleaning maintenance and methods, and a two-tone versus three -tone color scheme. Coming forward to address the City Council at this time was: Jerry Newton - Hermosa Beach, said an important issue was Encroachment Permit standards for outside dining. He felt colors and contrasts would be addressed when these permits were considered and approved. He suggested that downstream, uniformity and color coordination could be established. There being no further public comments, Mayor Oakes closed the public participation portion of this meeting. Major Pro Tern Reviczky suggested electrical outlets be added on each pole for holiday lighting, and, in anticipation of any future problems, granite sets could be used, with tree grates could be made and installed at a later date. Council Member Edgerton said he preferred granite and wood benches as a more comfortable material and stainless steel. Council Member Bowler, noting the current maintenance issues with the light poles along The Strand, he suggested spending the extra money for stainless steel lighting fixtures. He felt it important for the comfort, that the benches have backs, preferring granite and wood benches for ease of maintenance and cost replacement. Major Oakes summarized the Council's preference as being benches with granite on both sides with open, wood slats. The meeting recessed at 8:20 P.M. The meeting reconvened at 8:35 P.M. Mr. Zajfem summarized IBI Group's recommendation, displaying color and material samples to City Council Members. Mayor Oakes requested the Council's comments. Council Member Bowler preferred the dark paver as the field, with the bollards, accent stripe and bench sides being made from the red - toned granite. Council Member Edgerton agreed, stating a preference for matching colors to City Council Minutes 10-17-96 Page 3 keep the area from being too "busy". Council Member Benz agreed with the suggested colors. Mayor Oakes felt the darker paving would appear more elegant and a nice backdrop. Major Pro Tem Reviczky, referencing previous testimony, expressed concern regarding the heat generated by a darker paver, stated he preferred the lighter grey tone for the paver area and supported a two-tone color scheme. Council Member Benz confirmed that Mr. Zajfem thought the red granite for all trim was too loud and recommended the two tones of contrasting grays. Unanimous consensus (5/0) of the City Council was that all light standards and fixtures will be made of stainless steel. Unanimous consensus (5/0) of the City Council was that the color scheme would be two tone, with matching of the bollards, trim and granite portion of the benches. Unanimous consensus (5/0) of the City Council was that the tree surrounds would be of decomposed granite rather than metal tree grates at this point of time. Consensus (4/1 Reviczky) of the City Council was that the benches will consist of granite sides with wood slat seats and backs. The granite is to be routed or grooved to harness the wood slats and is to be the same color as the bollards and trim. Backless benches with granite sides could be considered as an alternative. Concern was expressed that benches might appear too bulky, with backless benches not being comfortable. After discussion among Council Members, a vote for reconsideration of bench style and material was called. Unanimous consensus (5/0) of the City Council was to approve stainless steel metal benches with backs. City Manager Burrell said Staff had incorporated into the documents all City Council direction made at the previous meeting. This item will return to the City Council for contract award after bids have been requested and obtained. The meeting recessed at 8:56 P.M. to allow Council Members to review the various materials presented by the IBI Group. The meeting reconvened at 9:22 p.m. Mayor Oakes said the issue of colors was still open for discussion and decision. While the preference was for all granite benches, it would be too costly. She said two colors were being considered for the concrete field and three accent colors were being considered. IBI Group's recommendation was to use the darker field with grey accent granite and red granite bollards. Consensus of the City Council was to use only two colors. Mayor Pro Tem Reviczky stated support for color contrasts. He stated support of a three color scheme, for contrast, suggesting use of the light and dark grey granites with red granite City Council Minutes 10-17-96 Page 4 bollards. Council Member Bowler suggested, as a viable compromise, use of the red -flecked stone with the dark pavers and red bollards. Council Member Edgerton stated his support of this proposed compromise. Council Member Benz supported Staff's recommendation. The Council Members discussed various possible color combinations, including a new combination of dark concrete, the purple -grey granite in the street and red granite for bollards. Mayor Oakes supported the architect's original recommendation of a two-color scheme, having a dark field with the red -flecked granite as accent. MOTION by Reviczky, seconded by Benz, to APPROVE project architect's first recommendation, using dark and light grey, with dark grey pavers for the street, and red granite bollards. AYES: Benz, Reviczky NOES: Bowler, Edgerton, Mayor Oakes ABSENT: None ABSTAIN: None MOTION by Edgerton, seconded by Mayor Oakes, to APPROVE use of the dark concrete with dark grey red -flecked granite for the bollards and as the street accent. AYES: Benz, Bowler, Edgerton, Reviczky, Mayor Oakes NOES: None ABSENT: None ABSTAIN: None Public Works Director Amirani said this item would be brought back to the City Council on December 10, 1996, for contract award determination. By unanimous consensus (5-0), Staff was directed to arrange the pouring and sealing of a slab in the City Yard for testing of several types of sealant for best durability, with the understanding the project timing would not be impacted. Coming forward to address the City Council at this time were: Carter Marriott, Hermosa Beach, asked if total project funding had been acquired and if an agreement would be made between the County and City regarding the parking structure. City Manager Burrell responded that funding had been obtained, with the Assessment District process scheduled for final hearing on October 22, 1996, and an agreement between County and City was currently being reviewed by lawyers, being currently scheduled for hearing on the November 14, 1996, meeting. Mr. Harriott felt the hotel project should not proceed until parking approvals by the County had been received. Mayor Oakes said this issue was not under consideration at this meeting, commenting no approvals would be made without consideration being given to adequate parking requirements. Mr. Harriott stated his opposition to the proposed hotel project. He asked about traffic flow in the area under consideration, to which City Council Minutes 10-17-96 Page 5 Mayor Oakes responded, referencing the multitude of meetings held and flexible traffic patterns discussed. John Burger, Hermosa Beach, requested the benches be placed in concrete to prevent removal. Noting possible oil drilling in the City Yard, he felt the plan timing should be published to allow project follow-up. Patricia Spiritus, Hermosa Beach, noting new renovation and buildings on lower Pier Avenue, suggested, prior to or during the construction phase, recognition of businesses that have made a sizeable investments to make residents aware of this commitment to the City and residents. The City Council agreed this was a good idea. There being no further public comments, Mayor Oakes closed the reopened public participation portion of the meeting. ADJOURNMENT -- The Adjourned Regular Meeting of the City Council of the City of Hermosa Beach adjourned on October 17, 1996 at the hour of 9:55 P.M. to the Regular Meeting of October 22, 1996 at the hour of 6:30 P.M. City Council Minutes 10-17-96 Page 6 Mayor Oakes responded, referencing the multitude of meetings held and flexible traffic patterns discussed. John Burger, Hermosa Beach, requested the benches be placed in concrete to prevent removal. Noting possible oil drilling in the City Yard, he felt the plan timing should be published to allow project follow-up. Patricia Spiritus, Hermosa Beach, noting new renovation and buildings on lower Pier Avenue, suggested, prior to or during the construction phase, recognition of businesses that have made a sizeable investments to make residents aware of this commitment to the City and residents. The City Council agreed this was a good idea. There being no further public comments, Mayor Oakes closed the reopened public participation portion of the meeting. ADJOURNMENT -- The Adjourned Regular Meeting of the City Council of the City of Hermosa Beach adjourned on October 17, 1996 at the hour of 9:55 P.M. to the Regular Meeting of October 22, 1996 at the hour of 6:30 P.M. City Council Minutes 10-17-96 Page 6 Honorable Mayor and Members of the' Hermosa Beach City Council Recommendation: Lower Pier Avenue Construction • It is recommended that the City Council: October 10, 1996 Special meeting of October 17, 1996 1. Approve color and materials ,for the Lower I?ierAvenue Project.t 2. Approve construction documents and specifications for the Lower Pier Avenue and Hermosa Avenue and Pier Avenue intersection. Background: The City Council at their special meeting of September 18, 1996,s approved the basic design for the streetscape improvements on Lower Pier Avenue but had some concerns regarding material colors and selection,%the location and height of street bollards and some of the more detailed aspects of the design.' Over the- past hepast month the City's architect has proceeded forward with the development of the final construction documents, integrating the design considerations expressed by City Council into the ultimate plan. Analysis: The IBI Group has examined last meetings design inquiries and has.made changes to the plan which include: reduction in the numberof bollards at the Beach Drive intersection, installation of parking meters.on the streetlight poles, reducing the width of the handicapped ramps at the Hermosa Avenue intersection and the addition of hydraulic bollards on Beach Drive. Plans are available for review at the Public Works Department. The architects have also reconsidered the paving colors. They agree with City Council that the original pavement selections were somewhat cool. The new lighter hued selections are ones which will give a subtle sense of warmth and comfort to the Lower Pier Avenue area. After much consideration the architect does, however, believe that the originally specified brushed stainless steel is the best solution for fixtures and street furniture in the extreme salt air environment that these improvements will be exposed to. Stainless is used extensively in nautical and marine fittings for this very reason. The Public Works Department suggests that the use of stainless steel will substantially reduce maintenance costs over painted or anodized 1 1 c 5 -, .-(.c..s r rt .rGc s C.d S 7- 3 4D e G D ,, ��,� am, / -� i 1 gt- A 14t -e -t st- aluminum options. As directed IBI will be presenting these other materials as alternatives to the original specification at this meeting. The latest plans will show changes made in response to issues pointed out by residents, business owners and City Council at the last meeting. The architect has brought the plans.. into focus, now with only some greater detailing of construction methods left outstanding. Because these details will have no impact on the overall appearance of the improvements and in the interest of getting the plans to bid.as soon as possible it is requested that City Council approve the construction`documents at this meeting. Respectfully submitted: �/ Joe Mankawich CIP Engineer dip1 01 8.cc ,poncur: Amy Am{rani >. Director of Public Works Step ' . Burrell City -nager 2 e L. e% +./L /4✓fw t."-• e_ 1v24J— /3b / 4-4— B— p LL dV �.}�L p". !CS 64) 474 C J A [, m ',el-- 1--- AGENDA ADJOURNED REGULAR MEETING HERMOSA BEACH CITY COUNCIL Thursday, October 17, 1996 - Council Chambers, City Hall 7:10 p.m. MAYOR Julie Oakes MAYOR PRO TEM J. R. Reviczky COUNCIL MEMBERS Robert Benz John Bowler Sam Y. Edgerton CITY CLERK Elaine Doerfling CITY TREASURER John M. Workman CITY MANAGER Stephen R. Burrell CITY ATTORNEY Michael Jenkins All council meetings are open to the public. PLEASE ATTEND. The Council receives a packet with detailed information and recommendations on nearly every agenda item. Complete agenda packets for this meeting are available for public inspection in the, Public Works Department, Public Library, and the Office of the City Clerk. During the meeting, a packet is also available in the Council foyer. CALL TO ORDER PLEDGE OF ALLEGIANCE ROLL CALL 1. DOWNTOWN IMPLEMENTATION PLAN - LOWER PIER AVENUE CONSTRUCTION RECOMMENDATION: 1) Approve color and materials for the Lower Pier Avenue Project; and, 2) Approve construction documents and specifications for Lower Pier Avenue and the Hermosa Avenue and Pier Avenue intersection. CITIZEN COMMENTS ADJOURNMENT THIS MEETING WILL BE TELEVISED LIVE ON CENTURY CABLE CHANNEL 3. RENOVATION UPDATE COMMUNITY OPEN HOUSE OCTOBER 30 The City of Hermosa Beach has recently hired the local construction engineering firm, ASL Consulting Engineers, z to provide construction management and public relations services for the Lower Pier Avenue Downtown Renovation Project. The City is sponsoring an open house at 8:30 a.m. October 30, 1996, at the Sabroso Grill to introduce ASL to the community and begin preparations for the big groundbreaking in January. October 1996 Representatives from the City of Hermosa Beach and ASL will be available to answer any questions you may have. Refreshments will be served. We look forward to seeing you! For several years, the City of Hermosa Beach has been planning a downtown renovation project that will ultimately enhance the downtown region. The City has solicited input from Hermosa Beach residents and business owners regarding their vision for a "rejuve- nated downtown region." The proposed project is a culmination of many hours of cooperative effort. Recently, with help from the project architect, IBI Group of Irvine and support from Hermosa Beach residents and business own- ers, the City has approved preliminary plans and specifications for streetscape and roadway im- provements on Lower Pier Avenue. The construction is planned to commence in January 1997 and conclude in May 1997. ASL's construction manage- ment, inspectors and public liason Community Open Nouse continued from page 1 will work closely with City Staff to provide accurate and timely con- struction information. Key components of ASL's approach would be regularly scheduled infor- mation meetings with the community, an information bulletin board, publi- cation of a timely project newsletter, and a commitment to timely as well as accurate response. ASL recently completed con- struction management for streetscape projects similar to Lower Pier Avenue in the cities of Arcadia, Irvine, Sierra Madre, and Culver City. Meeting Agenda L4Le his meeting will be the first of a set of monthly meetings that will be 4 held from now to the completion of the Lower Pier Avenue Project. This kick-off meeting will concentrate on the following issues: ❖ Getting acquainted with the City and consultant representatives Becoming familiar with what the project entails ••• Preliminary overview of the construction schedule + Information gathering regarding individual businesses access requirements ❖ Ideas for special events during the construction + Examples of ways the consultant was able to lessen construction nuisances on similar projects that they have worked on fi fi fi fi e° e° fi fi fi fi fi fi@+ fi fi fi fi s° fi fi fi N View of drnentown Hermosa Beach as it exists today. Proposed streetscape design illustrating the rich and unique character of the Lower Pier area. Please keep me informed about future community meetings. I have the following concerns: Name: Address: Telephone: Thank You for Your Inferesf! N PROJECT GOALS The goals of the Hermosa Beach Downtown Renovation Project are fo: community Create a d "center-p1eCe„ an gathering plaCe. Promote local commerce. Provide maximum flexibility. Maximize on -street parking. Beautify with hardscape and landscape treatment. View of Pier Avenue looking east. Street and pedestrian paving for Pier Avenue is proposed to be of har- monious and complimentary materials and textures, with a higher de- gree of detail and special accents on the pedestrian surfaces. The scale and variety of the paving patterns will also compliment the singularly and highly individualized existing store front facades. NEXT STEPS O COMPLETE THE CONSTRUCTION DOCUMENTS. O ADVERTISE FOR CONSTRUCTION. O AWARD CONSTRUCTION CONTRACT. r 1 L ASL Consulting Engineers Hermosa Beach City Hall Department of Public Works 1315 Valley Drive Hermosa Beach, CA 90254 PLACE STAMP HERE • A In: 1414 1996 July 16, 1996 TO: SUBJECT: 0 City o f 2iermosaTeaclt� Civic Center, 1315 Valley Drive, Hermosa Beach, California 90254-3885 CONSTRUCTION ENGINEERING CONSULTANTS REQUEST FOR PROPOSAL FOR CONSTRUCTION ENGINEERING SERVICES AND PUBLIC RELATIONS SERVICES FOR THE MUNICIPAL PIER RENOVATION AND LOWER PIER AVENUE IMPROVEMENTS The City of Hermosa Beach is planning to advertise the construction of the above project in early October 1996. This project has been approved to receive funding from Proposition A funds, City General funds, and County of Los Angeles sources. In preparation for the new construction, the City is hereby requesting proposals for construction management, public relations and material testing. It is the City's intent to have a consulting firm furnish competent and experienced construction engineerpublic relations professionals, inspectors and material testers to assist the City's Project Engineer in the oversight of daily construction operations including, but not limited to: inspection; material testing; related office work and filing; reviewing construction submittals of material specifications and shop drawings; initiating change orders and field directives; and scheduling deputy inspectors as needed. All firms wishing to respond to this request for proposal are required to submit their proposals to this office no later than 2:00 p.m. on August 15, 1996. Should you require clarification on matters regarding this RFP, please contact Mr. Joe Mankawich at (310) 318-0238. Sincerely, d721� Si/92G11W2G Amy Amirani Director of Public Works Enclosure cc: Joseph Mankawich, Capital Improvement Project Engineer engrrfp.ltr City o f 2-iermosarl3eaclt.) Civic Center, 1315 Valley Drive, Hermosa Beach, California 90254-3885 CITY OF HERMOSA BEACH PUBLIC WORKS DEPARTMENT ADDENDUM NO. 1 CONSTRUCTION ENGINEERING AND PUBLIC RELATIONS SERVICES MUNICIPAL PIER RENOVATION AND LOWER PIER AVENUE IMPROVEMENTS JULY 30, 1996 This addendum is written as a clarification to the bid documents prepared by the City of Hermosa Beach Public Works Department dated July 16, 1996. It is hopeful that the following information will make plain what the City requires for each of the items of work presented in the original RFP. In this way the following may simplify the intent of such: Item Page Number Description of Change 1. 2 Project Description - While it is imperative that the construction manager and inspector have experience and are familiar with Caltrans requirements for federally -aided street projects it is however not necessary that they be certified by Caltrans. 2. 3-4 Design Monitoring Phase - Construction and bid documents are presently being prepared for the Municipal Pier and Lower Pier Avenue Projects. It is therefor expected that the construction management consultant will basically make comments regarding value engineering, specification of materials, and agreement with Caltrans requirements. The consultant will be required to review these documents at the 75% submittal. Attendance at two design meetings with the architect/engineer will be necessary for this phase of the contract. 3. 4-6 Construction Management Phase - Given the close proximity and synchronized scheduling of the two projects it is anticipated that the same construction management and inspection personnel can be utilized simultaneously on both projects as a way to keep costs down. 4. 6-8 Public Relations Phase - The public relations portion of work shall only be required for the Lower Pier Avenue 5. 8 Project as the Municipal Pier Project will not directly effect businesses in the way that the streetscape construction will. City's Responsibilities - It will be the consultant's responsibility to provide the necessary testing laboratories. Your proposal should include hourly rates for the required personnel and costs for the necessary tests. The City of Hermosa Beach Public Works Department hopes that the preceding helps clarify the City's requirements for construction management, inspection, testing and public relation services for the Municipal Pier Renovation and Lower Pier Avenue Projects. If there are additional questions please do not hesitate to call me at (310) 318-0238. Sincerely, Joe Mankawich Capital Improvement Program Engineer CITY OF HERMOSA BEACH REQUEST FOR PROPOSAL Construction Engineering and Public Relation Services for Lower Pier Avenue and Municipal Pier Renovation Projects July 1996 Amy Amirani, Director of Public Works TABLE OF CONTENTS GENERAL PROJECT DESCRIPTION 1 PROPOSED SCOPE OF SERVICES 3 CITY'S RESPONSIBILITIES 8 ISSUING OFFICE 8 SCHEDULE 8 PROPOSAL REJECTION 8 ADDENDA 9 PROPOSAL CONTENT AND SIGNATURE 9 ACCEPTANCE OF CONTRACT 9 DISCLOSURE 9 RULES FOR PROPOSAL 9 SELECTION PROCEDURE 12 METHOD OF PAYMENT 12 REGULATIONS 13 APPENDIX REQUEST FOR PROPOSAL CONSTRUCTION ENGINEERING SERVICES PUBLIC RELATION SERVICES The City of Hermosa Beach Department of Public Works is hereby requesting Joroposals for the construction management, public relations, inspection and material testing of the Municipal Pier Renovation and Lower_Pier Avenue improvements. Jt is the intent of the City to select -a consultant to furnish qualified engineers, public relation professionals, inspectors and material testers with Caltrans construction experience to assist in construction management. The City will assign a staff member to act in the capacity of project engineer. Lower Pier Avenue construction will commence first and the Municipal Pier Renovation will follow. The cost proposal for each project must be submitted separately. The City reserves the right to award the project to two consulting firms. The consultant selected by the City will be awarded a contract to furnish construction engineers, to provide continuous construction engineering and inspection services for the duration of the project. Construction management will be performed under minimal general supervision of a project engineer, who is an employee of the City. The public relation element of this project is most important. There are many vital businesses in the downtown area that will be heavily impacted. The consultant is to insure that all businesses are notified in advance of any activity and try to accommodate their needs. The consultant is to explore options so as to minimize the impact of construction on business activities. There are other City events that will be impacted by these constructions. The Community Resources Department of the City of Hermosa Beach has many events that take place on Lower Pier Avenue. The Community Resources Department must be contacted to see how their events could be coordinated during construction. GENERAL PROJECT DESCRIPTION The City of Hermosa Beach has retained an architectural/ engineering firm, IBI Group, to prepare plans, specifications and construction estimates for Lower Pier Avenue from Hermosa Avenue to Strand. IBI Group has started the design project and construction documents to be completed by the end of October 1996. In addition, the City of Hermosa Beach has hired HLA & Associates and IBI Group to prepare plans, specifications and estimates for the renovation of the Municipal Pier. This project was started in February 1995 and will be completed by December 1996. 1 The construction of improvements on Municipal Pier Renovation and Lower Pier Avenue will be performed under various permits which include California Coastal Commission permit for work in the coastal zone, C� ounty of Los Angeles and ;Los Angeles Flood Control District permit for the storm drain improvements as well as City of Hermosa Be ca h-Public_Works Construction and Community Development Building Permits. This._construction will include storm drain 7 improvements;_traffic signal, pedestrian accessibility improvements; landscape and irrigation modifications; and structural improvements for the Municipal pier/and other appurtenant work. (The work_is scheduled for_completion within approximately 80 working days from the first day of commencement for Lower pier Aven eu and 140 days for the Municipal pier R= e a ion.7A copy of the project site and location is attached as Exhibit "A". The estimated cb"ristruction cost for the municipal pier renovation is approximately $2.5 million and for the Lower Pier Avenue improvements is approximately $1.1 million. The personnel furnished by the consulting firm must have prior experience in technical construction engineering of public works projects, and must be familiar with Caltrans' standard plans and specifications, including pier construction. It is expected that thepersonnel acting in the capacity of a structures construction engineer and structures inspector have a minimum of (3 years of experience on two or more similar construction projects!—Any other personnel assigned_as"anjinspector for this project must have 2 years experience on Caltrans projects. Any personnel assigned as a material tester must be certified by Caltrans for the tests being performed and must have two years experience in technical construction testing of materials' utilized in public works projects. All personnel will -be reviewed and approved -tiy the"City All consulting firms responding to this request for proposal will be evaluated on the basis of their expertise, prior experience in the similar types of improvements, demonstrated competence, timely performance, adequate staffing, and responsiveness to the clients' needs and concerns. Professional services will include preparation and maintenance of construction files in compliance with Caltrans' construction manual; and standard specifications for Public Works construction (Green Book); review submittals and change orders; prepare weekly statement of working days; inspection of asphalt concrete placement, portland cement concrete placement, pier construction, storm drain facilities, traffic signals, striping, channelization, irrigation and landscaping improvements in conformance with Caltrans' Construction Manual; performance of material compliance testing and quality assurance; and perform labor compliance duties. A time line for the project reflecting the award and construction period is attached hereto as "Exhibit B". To assist your firm in preparing your proposal, the City will meet with your representatives and review the project plans by appointment at the offices of the Public Works Department, City Hall Building. The proposal shall be limited to 15 pages, excluding appendix materials. A cover letter is required to summarize salient points of the proposal and guarantee that the proposed personnel will be committed to the project and shall not be removed or replaced without the City's written consent. 2 PROPOSED SCOPE OF SERVICES The consultant shall serve as extension of City staff to provide administrative, management, engineering, inspection and other related services for the project. The consultant shall coordinate work with the architect, the contractor, the City's project committee, and state and local authorities and assist the City to complete the project in accordance with the City's objective in budget, schedule and quality. The consultant's responsibilities shall include but not be limited to the following: A. DESIGN MONITORING PHASE Lower Pier Avenue (3 months) Municipal Pier Renovation (4 months) 1. Work with the City's project committee to develop a Preliminary evaluation of the project programming and project budget requirements. Review and advise the City on the architect's estimate of construction costs. For schematic designs on which to base the contract documents, assist the City and the architect in achieving mutually agreed upon program and project budget and other design parameters. 2. Review designs relative to the cost and schedule control during their development. Advise on selection of materials and equipment. Provide recommendations on relative feasibility of construction methods, availability of materials, time requirements for procurement, and factors related to altemative designs or materials, preliminary budgets and possible economies. 3. Provide for the City's review and acceptance, and periodically update, a master project schedule that coordinates and integrates the construction manager's services, the architect's services and the City's responsibilities with anticipated construction activities. 4. Advise the City and the architect regarding drawings and specifications as they are being prepared, and recommend altemative solutions whenever design details affect construction feasibility, cost or schedules. 5. Review the City of Hermosa Beach "boiler plate" Special Provisions for General Construction. Make corrections as necessary to intergrate the requirements of this project into these Special Provisions. 6. Develop project accounting reports for use during design and construction, which include detailed comparison of budget versus actual and anticipated expenditures, including consultants' fees, construction costs, change orders and other procurement costs. 3 7. Make recommendations for actions designed to minimize adverse effects of labor and materials shortages. 8. Identify and verify that the applicable requirements for federal funded projects referring to equal employment opportunity programs, labor compliance and other contract compliance for public works projects are included in the proposed contract documents. 9. Identify potential contractors and suppliers. Assist City to prequalify bidders and major sub -bidders. Develop bidders' interest in the project. Establish bidding schedules. Assist the City in issuing bidding documents to bidders. Conduct pre-bid conferences to familiarize bidders with the bidding documents and management techniques and with any special systems, materials or methods. Assist the City with the issuance of addenda. 10. Conduct a final multi -disciplinary plans and specifications review for technical accuracy, constructability and coordination, including review by the professionals in areas of security, electronic equipment and fire safety. Submit a review records to the City and the architect, which will contain comments and names of individuals who check the work in their areas of expertise. 11. At the completion of the final design, conduct a detailed review of the architect's construction estimate. Submit the results to the City for review. 12. Suggest alternatives to the architect and the City if the construction cost estimate exceeds budget. 13. Prepare monthly progress reports. Make presentations and attend project related meetings if required. B. CONSTRUCTION MANAGEMENT PHASE Lower Pier Avenue (4 months) Municipal pier Renovation (7 months) The construction phase shall commence with the award of construction contract. 1. Provide and maintain sufficient field staff to manage the construction contract. Conduct a preconstruction conference with the contractors, the architect and the City's representative. Establish lines of communication and project procedures. Submit the contractor's bonds and insurance certificates to the City for approval. Ensure that the contractor maintains the required insurance policies and bonds for the duration of the project. ��r4 ale_ )) Y r / a v;deo record or ire- c0„s7rae / Co.,di 4 0,1 f G' /01., ter/At.e�tr. ci Co's-irc,c 7 dmo A,y - 4 711w4o9rapA c 2. Schedule and conduct weekly construction meetings to discuss such matters as procedures, progress, problems and solutions. Prepare and promptly distribute minutes. 3. Review contractor's construction schedule to meet City's requirement on completion, including activity sequences and duration, schedule of submittals and schedule of delivery for products. Observe contractor's performance against the schedule. 4. Recommend necessary or desirable changes to the City. Analyze requests for change orders. Negotiate with the contractor and submit recommendations to the city. Prepare change orders for the City's approval. 5. Maintain cost accounting records on authorized work performed under unit costs and additional work performed on the basis of actual costs of labor and materials. 6. Develop and implement procedures for the review and processing of applications by contractor for progress and final payments. 7. Review safety programs developed by the contractor as required by the construction documents. Monitor the contractor's compliance with OSHA work area safety requirements. 8. If required, assist the City in selecting and retaining the Professional services of special consultants. Coordinate their services. 9. Perform daily inspections as project progresses. Determine that the work of contractor is being performed in accordance with the requirements of the contract documents. Make recommendations to the City regarding special inspection or testing of work not in compliance with the provisions of the contract documents. Subject to review by the City, reject work which does not conform to the requirements of the contract documents. 10. Provide a testing laboratory for material tests and special inspections on reinforced concrete, structural steel, welding, mile foundation drilling, grading and other inspections as required per code. Review test reports and make recommendations according to the report. 11. Review the contractor's requests for information, and if necessary, consult with the architect and respond to contractor promptly. Assist in achieving the resolution of problems which may arise daily. 12. Review for completeness and process shop drawings, samples and other submittals promptly. Maintain accurate records of submittal logs, correspondence and other contract documents. 13. Record the progress of the project. Submit written daily and progress reports to the City. Keep a daily log containing a record of weather, contractor's work on 5 the site, number of workers, work accomplished, problems encountered, and other relevant dates. Make the log available to the City. Prepare and send Weekly Statement of Working Days to the contractor. Check certified payrolls. Monitor contractor's compliance with labor code requirements. 14. Maintain at the project site, on a current basis a copy of all contracts, drawings, specifications, addenda, change orders and other modifications, in good order and marked to record all changes made during construction. Maintain records of underground utilities, elevations of the bottom of footings and key site conditions. Ensure that the contractor makes and maintain as -built records as construction progresses. Deliver all as -built records to the City at the completion of the project. 15. Arrange for delivery and storage, protection and security for City -purchased materials, systems and equipment which are a part of the project, until such items are incorporated into the project. 16. Develop construction claim prevention programs and assist the City in claims defense. Collect and analyze data and make recommendations. 17. Take photographs or video records weekly for the work in progress. Assemble and deliver the albums or the tapes to the City. 18. Prepare a project close-out schedule for final inspections, equipment tests and start-ups and sequence of occupancy. 19. Conduct multi -disciplinary final inspections. Prepare punch lists. 20. Coordinate and organize the testing and start up of plumbing, electrical, electronic, mechanical, security and other building systems. 21. Collect and review all as -built records, operation manuals, instructions, certificates, warranties and other documents required to be submitted by the contractor. 22. Coordinate with the City for the move -in activities. C. PUBLIC RELATIONS PHASE The City of Hermosa Beach has launched a major renovation of the downtown area. The Hermosa Beach City Council acting upon the recommendation of the Downtown Enhancement Commission has completed several important studies and has begun four major construction projects in this area. Southern California Edison will commence the undergrounding of the overhead utilities on Beach Drive from Pier Avenue to the southerly boundary in October 1996. This construction will continue until June 1997. 6 The County of Los Angeles will start modification of the Pier Avenue Drain on September 16, 1996 and this project will be completed by the end of November 1996. The Lower pier Avenue Project will start approximately November 1996 and is based on a four month construction period. The Municipal Pier Renovation is a two-phase project. Phase I is the structural retrofit that will start January 1997 and has a three month construction duration. Phase 2 is the renovation of the pier plaza area and architectural amenities of the pier. The construction will continue until July 1997. There are two other major projects in development. A 94 room hotel project is proposed to be constructed at the intersection of Beach Drive and 14th Street and a 500 space parking structure is proposed to be constructed at the corner of Beach Drive and 13th Street. The hotel project construction schedule is from January 1997 through July 1997. The parking structure will begin March 1997 and will continue until December 1997. The public relations consultant shall study the impact that construction timing, location and accessibility restrictions will have on neighboring businesses and residents. The P.R. consultant will be responsible for creating the logistics for dealing with heavy construction in the small area of downtown Hermosa Beach: I. KEEP MERCHANTS INFORMED 1. Prepare and distribute project schedule to merchants. 2. Involve merchants in determining detailed construction scheduling and logistics to minimize conflicts. Pre -project meeting with merchants, construction contractor, City's Project Manager. 3. Pre Construction notification (mailing) 4. Prepare newsletter or bulletin to notify of construction progress, changes in scheduling. 5. Ongoing dissemination of current; information through designated Chamber/Merchant contacts. Monthly Board meetings Local meetings in downtown II. KEEP CUSTOMERS INFORMED 1. Pre Construction informational posters to be distributed to merchants to display. 2. Detour Plan, including directional and informational signage. 3. Creation of an information kiosk or storefront. III. PROMOTE BUSINESSES 1. Aid in stepping -up cooperative advertising efforts. 2. Administer the design and installation of additional signage at rear access to businesses. Solicit local architects to design rear entry signs. 3. Administer the design and installation of a decorative information kiosk, and attractive construction barriers prominently stating "YES WE'RE OPEN" and showing downtown design and dates of completion. IV. BE RESPONSIVE THROUGH DURATION OF PROJECT 1. Be available to downtown merchants for day-to-day "trouble -shooting" & emergencies . As direct merchant contact, keep the Project Manager from City Staff familiar with problems encountered during construction. 2. Provide continuing support; problem resolution, via Chamber of Commerce designated contact. 3. Hold weekly project update meetings with City Project Manager, Chamber of Commerce representative and contractors representative. CITY'S RESPONSIBILITIES 1. Provide a testing laboratory for material tests and special inspections on reinforced concrete, structural steel, welding, mile foundation drilling, grading and other inspections as required per code. 8 2. Process progress payments upon receipt of approved payment requests from the consultant. 3. Furnish copies of construction documents, including plans and specifications. 4. The architect retained by the City shall review shop drawings and submittals. 5. Provide a field office for the consultant's personnel - ISSUING OFFICE Hermosa Beach Department of Public works 1315 Valley Drive, Hermosa Beach, California 90254. Proposals shall be submitted to this issuing office to the attention of CIP Engineer. SCHEDULE Proposal Due August 15, 1996 Agreement Award September 10, 1996 PROPOSAL REJECTION The City reserves the right to reject any or all proposals. If such decision is made, the City shall not be liable for any pre -contractual expenses. Pre -contractual expenses are defined as expenses incurred by the offeror in: (a) preparing the proposal in response to this RFP; (b) submitting that proposal to the City; (c) negotiating with the City any matter related to this proposal (d) any other expenses incurred by offeror prior to date of award, if any, of the agreement. Offeror shall not include any such expenses as part of the price as proposed in response to this RFP. ADDENDA Any subsequent changes in the RFP from the date of issuance to date of submittal will be made in the form of addenda by the issuing office to those Parties who have provided the proper notice of interest- in responding to the RFP. PROPOSAL AND SIGNATURE Three copies of the proposal will be required with all copies having been signed by the individual or, if a company, the company official with the power to bind the company in 9 its proposal. To be considered, all proposals must be completely responsive to the RFP. ACCEPTANCE OF CONTRACT The contents of the proposal of the successful consultant shall become a contract obligation if a contract ensues. Failure of a consultant to accept this obligation will result -in the cancellation of any award. Any damage accrued by the City as a result of a failure to contract may be recovered from the consultant. A copy of the City's sample agreement for consulting services is included for the proposer's information. DISCLOSURE Any information other than cost and price which the consultant does not wish to have disclosed, other than for the purpose of evaluation, should have each applicable sheet or part marked "Confidential." This data shall not be disclosed or duplicated, used or disclosed in whole or in part for any purpose other than to evaluate the response. However, in case that a contract is awarded to the offeror, the City shall have the right to duplicate, use or disclose this information to the extent provided in the contract. This restriction will not limit the City the right to use information if it is obtained from another source. RULES FOR PROPOSAL The signer of the proposal must declare in writing that the only person, persons, company or parties interested in the proposal as principals, are named therein that the proposal is made without collusion with any other person, persons, company or parties submitting a proposal; that it is in all respects fair and in good faith without collusion or fraud, and that the signer of the proposal has full authority to bind the Consultant. Consultant proposals for construction management services shall include two parts: A) Consultant's Qualifications and B) Consultant's Fee and Reimbursable Expenses.. CONSULTANT'S QUALIFICATIONS 1. General Information and Background: a) Firm's name, address, telephone number. b) Nature of organization, i.e. individual, partnership, corporation; firm size, Composition and number of years in business. c) Address of local office if differs from above. 10 2. History and Past. Experience of firm a) Description of the firm's experience in providing construction management services for municipal pier renovation and downtown improvements b) Description of the firm's capacity to provide the required services. c) Listing and brief descriptions of projects with construction costs of $1 million or -more completed within the last five (5) years by the firm as a construction manager. 3. Understanding of Project and Project Approach. a) Provide a description of the firm's understanding of the project, salient elements in construction management of the municipal pier and streetscape improvements to be provided to achieve the project objectives. b) Provide a detailed description of the anticipated tasks, the approach to accomplish them and the services to be provided to achieve the project objectives. 4. Staffing Plans a) Provide a project organization chart showing key staff and sub - consultants. Provide a staff planning chart showing the assigned personnel and subconsultants during various stages of the project. b) Provide resumes of all key personnel indicated above. Indicate the position and responsibility of the individuals on previous projects and their responsibilities on this project. Provide resumes of all other professionalpersonnel who work on this project, including subconsultants. State the position and responsibility of each individual. 5. Reference Provide at least four (4) references for completed project of similar size and scope within the last -five years, including owner's. name, address, telephone number, and specific contact person. 6. Other Relevant Information 7. Evidence of being able to provide the insurance policies as required in the sample agreement for consulting services. 11 8. Office Space Consultant shall provide its own office and equipment during design phase. An on-site office shall be provided by the City during construction. Indicate the special requirement and the equipment needed for the work. Identify item to be furnished by the City and items to be furnished by consultant. B. CONSULTANT'S FEE AND REIMBURSABLE EXPENSES This information is requested to support the soundness of the offeror's quotation. The original must be submitted with three copies of the proposal. The fee proposal must be separately bound, sealed and submitted to the Capital Improvement Project (CIP) Engineer of the Public Works Agency of the City of Hermosa Beach. The submittal must include the projected staff hours, hourly rates, unit prices and reimbursable cost for the project, as follows: 1. Itemized breakdown by task for each Phase of the project. a. Personnel costs - Itemized to show the following: i) Personnel by classification/responsibilities. ii) Hourly rate for each classification, including overhead and profit. Reimbursible expenses such as supplies,materials and travel expenses shall be included in the costs for overhead, no additional fee will be allowed for such. iii) Estimated hours for each personnel category. iv) Subtotal cost for each category. v) Total personnel cost. 2. A grand total "not to exceed" fee for the entire project, including both phases. 3. Fees for additional services. i) Provide hourly rates for additional services in case the project extends beyond the original schedule of 7 -months. ii) Provide hourly rates for materials (concrete, structural steel, welding etc.) and geotechnical (compaction, optimum moisture, etc.) testing. 12 SELECTION PROCEDURE A. The information provided will be used to evaluate the qualifications of each proposing firm. B. The selection committee will review all proposals received and prepare a shortlist of finalists. The shortlisted firms, their construction managers and key staff may be invited to make a presentation/interview to the committee. Following, the fee proposals for the highest rated firms will be opened. The ultimate consultant selection will be based on both technical merit and cost effectiveness. The successful consultant shall execute an agreement based on the format shown. C. The City reserves the rights to negotiate with firms regarding the fees for the services. METHOD OF PAYMENT Payment to consultant shall be made monthly based on hourly rates and hours of services provided. Invoices shall be submitted to the CIP Engineer of the Public Works Department for approval. Consultant's invoices shall include a breakdown of staff hours for each task and necessary backup documents for reimbursable items when applicable. REGULATIONS The selected consultant will be expected to comply with all applicable Federal and State regulations, local codes, and contract provisions. PW/faci lity. rfp 13