CITY COUNCIL AGENDA REPORT ROBERT YALDA, P.E., T.E., PUBLIC WORKS DIRECTOR/CITY ENGINEER BRYAN SALGUERO, E.I.T., ASSISTANT ENGINEER

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1 Approved by City Manager: CITY COUNCIL AGENDA REPORT DATE: NOVEMBER 30, 2015 TO: FROM: HONORABLE MAYOR AND COUNCILMEMBERS ROBERT YALDA, P.E., T.E., PUBLIC WORKS DIRECTOR/CITY ENGINEER BRYAN SALGUERO, E.I.T., ASSISTANT ENGINEER SUBJECT: RECOMMENDATION TO APPROVE AND AWARD A PROFESSIONAL SERVICES AGREEMENT TO SUSTAINABLE SOLUTIONS FOR THE CITY-WIDE MEDIAN STREET NAME SIGNS PROJECT; AND FOR ON- CALL EMERGENCY CLEAN UP SERVICES IN AN AMOUNT NOT TO EXCEED $190,000 MEETING DECEMBER 9, 2015 DATE: SUMMARY RECOMMENDATION: Recommendation to approve and award a professional services agreement to Sustainable Solutions for the City-Wide Median Street Name Signs Project; and for on-call emergency clean up services in an amount not to exceed $190,000. BACKGROUND: The existing median street name signs are approximately 20 years old and have experienced varying degrees of deterioration, based on their location and exposure to environmental elements. They are composed mostly of painted wood and their exposure to sun, rain and wind have caused peeling of the exterior paint and the various trim and wood details to deteriorate. Figures 1, 2 and 3 show examples of the median street name sign deteriorations. AGENDA ITEM NO. 5

2 Figure 1 Figure 2 Figure 3 The signs have deteriorated to an unacceptable level in Calabasas. Moreover, they have produced a negative image to the City s residents and visitors. The City-Wide Median Street Name Project will provide the following components and benefits: 2

3 All existing median street name signs will be replaced city-wide; The new design uses durable materials and will have an artistry that better reflects the City of Calabasas refined nature; and The signs being made with a more durable material will retain their original condition longer while reducing maintenance costs. With the predicted El Niño weather event approaching this season, City Staff is being pro-active in order to prevent any possible incidents and/or conditions that may affect the City s Right-of-Way. The following potential services are needed for preparation of the forthcoming weather conditions; clearing of debris from City roadways, sidewalks, crosswalks and entryways, dirt and/or miscellaneous rubble removal associated with but not limited to hillside erosion, excessive rain or other natural or man-made disasters. DISCUSSION/ANALYSIS: The City s Public Works and Community Development Departments have worked with Sustainable Solutions to create a full scale model of the new median street name sign. Sustainable Solutions is a hardscape design and art design studio that produces architectural elements for various types of clients. The full-scale model was presented at the June 24, 2015 City Council meeting to provide the City Council with the opportunity to see a real-size rendition of the design and its various proposed options. From evaluating the floor sample, the Council reached a decision in terms of the material, color and overall look of the design. The final street name sign design will consist of: Light natural stone veneer for the columns Calabasas Green reflective City logo similar to street name sign Simulated wood crossbeam, Thunderstorm Gray Textured, square crown finish, Thunderstorm Gray Larger opening near top of column Figure 4 shows a mock-up of the final design. 3

4 Figure 4 (Calabasas logo to be an aluminum, high-reflective sign, similar to the center street name sign shown here.) Construction of the elements of the sign will be constructed off-site to minimize the impact to traffic on City streets. Every sign has been designed to fit in the appropriate location and will have the best viewable position. All columns will have a reinforced concrete footing to secure the signs within the medians. The existing street name signs will be removed, including the existing footing and the area will be refurbished to match the existing landscape. Installation of new City-wide median street name signs shall be at 25 locations as shown in Attachment A. Sustainable Solutions has the capability to respond and perform the services requested in an efficient and timely manner. Sustainable Solutions has completed previous work for the City in a suitable amount of time and up to City standards. Sustainable Solutions is a smaller company that can respond quickly and to minor incidents that will require a smaller work crew. FISCAL IMPACT/SOURCE OF FUNDING: The City will replace a total of 25 median signs. Depending on their locations, the funding sources for this project are as follows: 1. Ad Valorem Landscape District Fund (15) 2. General Fund (10) Funding for the On-Call Emergency Cleanup Services will be from General Fund 10 Road Safety, Shoulder and Parkway Maintenance. 4

5 REQUESTED ACTION: Recommendation to approve and award a professional services agreement to Sustainable Solutions for the City-Wide Median Street Name Signs Project; and for on-call emergency clean up services in an amount not to exceed $190,000. ATTACHMENTS: A: Sign Locations B: Sustainable Solutions Estimate C: Professional Services Agreement 5