HomeMy WebLinkAboutStaff Report 3857City of Palo Alto (ID # 3857)
City Council Staff Report
Report Type: Consent Calendar Meeting Date: 6/17/2013
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Summary Title: Cubberley Lighting Dimmer System Design Build Resolution
Title: Adoption of a Resolution Authorizing Use of a Design-Build Project
Delivery Method for Design and Installation of Replacement Lighting
Dimming System at Cubberley Community Theatre (Project CC-09001)
From: City Manager
Lead Department: Public Works
Recommendation
Staff recommends that Council adopt a Resolution (Attachment A) authorizing use
of the design-build project delivery method for the design and construction of a
new lighting and dimmer system at Cubberley Community Theatre (Project CC-
09001).
Background
The Cubberley Community Theatre is a focal point for community events in Palo
Alto and generates revenue exceeding $120,000 per year. The theatre’s lighting
system is outdated and is in dire need of renovation. The existing lighting control
system at the Cubberley Community Theatre was installed in the early 1980s.
Since that time, lighting technology has advanced to such a degree that the
current analog system is obsolete and replacement parts are no longer available.
Additionally,the existing dimmer system presents an ongoing nuisance and
routinely experiences electrical failures. These electrical failures cause
unexpected facility closures and abrupt interferences with performing arts events
which result in lost revenue. As the older system is failing, it is now necessary to
improve the theatre lighting system by installing a new,up-to-date digital
dimming or dimming/lighting system. Upgrading to a digital soft-patch dimming
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system will bring the theatre’s lighting capabilities in line with modern standards,
thereby attracting additional users, and increasing facility use revenues.
Staff is proposing to have a specialized vendor both design and install this new
system. This procedure of design-build is an alternate project delivery method
compared to the standard design-bid-build process. Section 2.30.300 of the Palo
Alto Municipal Code includes a provision whereby “the Council may determine by
resolution that a particular public works project may be solicited and contracted
for using alternate project delivery methods, including but not limited to design
build…”
Discussion
The work to be performed for this project includes the design and installation of
new dimmers for the lighting control system. This project is unique in that it
merges theatrical lighting design with electrical engineering. As a theatrical
lighting project, specialized equipment that will integrate and be compatible with
the existing lighting system must be installed by a contractor experienced with
technical theatre. As an electrical engineering endeavor, the system needs to be
designed by someone with past theatre experience and designed to be
compatible with the limited power supply available. As part of a coordinated and
combined effort by this vendor, the system specifications will be limited by the
available power restrictions currently present at the site.There is no additional
power available for distribution to this location and new components must also
be compatible with the remainder of the system.
It is critical for the system’s electrical design to mesh with its theatrical
functionality. It may very well be that new dimmers alone will not function with
the remainder of the existing lighting system given both the power restrictions
and the conversion from analog to digital equipment.A design-build vendor will
be able to specify and install newer lighting technologies and alternative
dimming/lighting combinations that will be more effective in conserving energy
and meeting the needs of the theater. This is the primary reason staff has
determined that a design-build project delivery method should be utilized for this
project at the Cubberley Community Theatre.
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In addition to being best-suited for the nature of the project, staff believes that
the design-build delivery method offers cost savings over the traditional design-
bid-build approach for this project. Should the project be pursued in the
traditional design-bid-build style, the City would engage one vendor to design the
replacement dimming system and a separate vendor to provide and install it.
Thus, the City would incur one set of costs associated with the project’s design
and a separate set of costs associated with the project’s installation. By contrast,
the design-build approach will eliminate most design expenses because it is
customary for firms that specialize in theatrical systems installation to provide a
design for little to no fees.
Council’s approval of the attached design-build resolution will allow staff to
advertise the project via a Request for Proposals (RFP) process. The City’s plans
for the project, consistent with the proposed design-build approach, would be
advertised with sufficient information for a specialized vendor to finalize the
design, obtain any necessary permits, and propose a not-to-exceed fee for the
total project including installation. This installation would include rewiring
portions of the building (as necessary)and successfully assimilating the new
system into the remaining parts of the existing lighting control architecture.
Timeline
This project will be advertised as an RFP shortly after Council’s adoption of the
resolution authorizing procurement using a design-build delivery system. The
dimmer installation is tentatively scheduled to occur between late-September
and mid-October 2013. The installation will also be coordinated with the theatre
schedule of events.
Resource Impact
Funds for a design-build contract are included in Capital Improvement Program
Project (CIP) CC-09001, Dimmer Replacement and Lighting System Replacement
at Cubberley Community Theatre.
Policy Implications
This recommendation is consistent with existing City policies, and with Municipal
Code Title 2, section 2.30.300, Public Works Contracts, with respect to alternative
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delivery methods. The design-build delivery model, however, is a departure from
the City's customary design-bid-build practice.
Environmental Review (If Applicable)
This project is categorically exempt from the California Environmental Quality Act
(CEQA) pursuant to Section 15301, “existing facilities”.
Attachments:
·A -Resolution for Cubberley Theatre Dimmer Design Build Project (PDF)
*NOT YET APPROVED*
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Resolution No. ________
Resolution of the Council of the City of Palo Alto Authorizing the Use
of a Design-Build Project Delivery Method for the Design and
Installation of a Dimmer Replacement and Lighting System for
Cubberley Community Theater (CIP CC-09001)
R E C I T A L S
A. The City’s Cubberley Community Theater (the “Theater”) is a revenue-generating
focal point for community events in Palo Alto.
B. The Theater’s existing analog dimming lighting system, installed in 1985, is now
sorely outdated, its functionality and utility is questionable, replacement parts are
no longer available, and the upgrading to a digital soft-patch dimming system will
modernize the Theater’s lighting system, address any potential safety hazards.
C. The replacement of the existing dimming system and requires highly specialized
knowledge in the electrical engineering of theatrical lighting systems, which City
staff lacks.
D. The successful installation of a new dimming system normally includes the design at
no additional cost.
E. Palo Alto Municipal Code (“PAMC”) section 2.30.300 recognizes that public works
projects, which include the improvement of any public building, or part thereof,
after adoption of a resolution may use ‘design-build’ as an acceptable alternate
project delivery method, as this will allow staff to advertise the project with
sufficient information for a specialized contractor-designer team to finalize the
design and propose a fee for the total project.
F. The term “design-build” is defined by California Public Contracts Code section
20133(c)(2) as “a procurement process in which both the design and the
construction of a project are procured from a single entity.”
G. The award of any contract for the Cubberley diming lighting project will not involve
or require any funding by bonded indebtedness of the City or by assessment against
any particular property of the City.
*NOT YET APPROVED*
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The Council of the City of Palo Alto RESOLVES as follows:
SECTION 1. Findings. The City Council finds and determines that each of the findings
set forth above are true and correct.
SECTION 2. Authorization for Design-Build Project Delivery Method. The Council
hereby determines that the findings noted above support the use of a design-build project
delivery and solicitation method for the Dimmer System Replacement Project at the Cubberley
Community Theater.
SECTION 3. Criteria for Contract Award. City staff will select the design-build team
for contract award, using the following criteria:
(A) Quality and completeness of the proposal.
(B) Proposer’s understanding of the scope of work outlined in the RFP.
(C) The proposer’s stated work plan including: text, preliminary drawings, equipment
control strategies, etc.
(D) Quality of materials and equipment to be furnished, beyond what is required in the
proposal and on which the bid price was based.
(E) Any realistic and innovative ideas proposed.
(F) Evidence that the proposer can meet the schedule, such as from the description of
project management method or clarity of the work plan in terms of task detail and
interrelationship of the activities.
(G) Cost proposal.
(H) Staff experience on similar projects.
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*NOT YET APPROVED*
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SECTION 4. The replacement of the dimmer system at the Cubberley Community
Theater is categorically exempt from the California Environmental Quality Act (CEQA) pursuant
to Section 15301, “existing facilities”.
INTRODUCED AND PASSED:
AYES:
NOES:
ABSENT:
ABSTENTIONS:
ATTEST:
__________________________ _____________________________
City Clerk Mayor
APPROVED AS TO FORM: APPROVED:
__________________________ _____________________________
Senior Assistant City Attorney City Manager
_____________________________
Director of Public Works