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HomeMy WebLinkAboutSS3 - Citywide Wayfinding & Directional Signage• f CITY OF NEWPORT BEACH CONGAIMTY AND ECONOMIC DEVELOPMENT PLANNING DEPARTMENT 3300 NEWPORT BOULEVARD NEWPORT BEACH, CA 92658 (949) 644 -3200; FAX (949) 6443229 Hearing Date: Agenda Item No.: Staff Person: REPORT TO THE MAYOR AND CITY COUNCIL February 12, 2002 SS3 George A. Berger, AICP (949) 644 -3207 SUBJECT: Citywide Wayfnding & Directional Signage Program: Overview of proposed project, and scope of professional design services. SUMMARY: Arising from Economic Development Committee and City Council approvals in FY 2000, staff recommends approval of a contract with Hunt Design for professional design services associated with the Newport Beach Citywide Wayfinding and Directional Signage Program. Staff also recommends Council approval of an additional amount in professional services fees in order that the complete design project may proceed. The City Council heard testimony regarding this project at its November 13, 2001 regular meeting, and — following a public hearing and discussion—recommended that additional discussion take place at a Study Session. Background As the City has grown over the last century from a group of small, unique communities into a larger unified municipal entity, a lack of significant attention has been paid to the unifying threads connecting the entire community. The City's general signage program has not been particularly consistent over time — placing information on signs of all shapes, sizes and colors without a unified system. There is a Council- approved policy regarding entrance and village signs, and there are a number of markers for some —but not all—of the individual villages and at a few of the City's major gateways. These "low- impact" monuments are not extraordinarilyreadable; and, particularly when obscured by landscaping, the "front doors" to Newport Beach and the villages offer visitors little awareness that they are entering our community. Motorists continue to have difficulty finding their way through the City to chosen destinations or parking; pedestrians are sometimes unable to ascertain the most convenient path to shops, the harbor or the beach. Additionally, the commercial/residential villages would be tremendously assisted in the maintenance and enhancement of their unique identity (and capture of customers) if more visible and distinctive signage were provided to delineate boundaries and establish directional information. • Possibly the first explicit call for a coordinated, aesthetically appealing citywide directional sign program came in February of 1997, when an Economic Development Committee - recommended PKF Consulting study analyzed potential for Transient Occupancy Tax (TOT) revenue enhancement. This study pointed out that a tourist's perception of a "complete experience" in the City is greatly affected by whether they perceive the City as "user friendly." By improving the signage infrastructure, the study recommended, and creating a destination that is more "user friendly" for the visitor, the City would be able to offer a product that is more appealing and desirable to residents and visitors alike. In 1998, following a recommendation in the Balboa Peninsula Planning Advisory Committee report, the City initiated a public signage program for the Balboa Peninsula. A consultant was hired to design and display a prototype of the proposed signage. The prototype sign was displayed in Balboa Village at the corner of Balboa Boulevard and Palm Street. Unfortunately, the design concept did not resonate well with either City staff, members of the public, or the City Council. However, several Council members did comment that they would like to see a more comprehensive public signage program that could be implemented citywide rather than just on the Peninsula. In late 1999, the Image Enhancement & Marketing Subcommittee of the EDC identified public signage as an important issue citywide. This subcommittee was created in part to specifically address many of the recommendations contained in the PKF Study. In their report, they noted that • the City had poorly organized, designed and cluttered public signage, and recommended taking steps to "...identify ways to improve, coordinate, and simples public and visitor signage throughout the City." Included in their recommendations was the project that is the subject of this discussion. The full EDC and City Council approved that recommendation in early 2000, and identified funds ($50,000) for a public signage program to accomplish that goal. Other reasons to begin this process now is that a wide range of important City efforts— including the certification of the Local Coastal Program; the Balboa Village and Mariner's Village public improvement projects; Vision 2004 in Corona del Mar; the policies contained in other Specific Plans; and, most recently, the Harbor and Bay Element of the General Plan—call for the design and installation of directional and informational signage graphics and permanent entry monuments to enhance the appearance, access and identity of the City, and to facilitate the flow of pedestrian/vehiculartraflic. Staff developed a Request for Proposals --sent to thirteen environmental graphic design & planning firms nationwide —that asked for the development of a proposal to consider the issue in its full complexity (Please see Attachment 1 for program elements and additional details). Of the five consulting firms that responded to the RFP, the review committee —made up of EDC members John Cassady and Barbara Wold, and with City staff members Sharon Wood, Steve Badum and George Berger —chose Hunt Design Associates as the firm most technically competent, with the greatest amount of relevant citywide experience, and with a fee structure that most closely adhered • to the City's financial allocation as presented in the RFP. • Hunt Design's proposal (Please see Attachments 2 & 3) includes signage that will be accessible to pedestrians and from motorized vehicles alike, allowing people to navigate the City's streets, sidewalks and public areas with increased ease and confidence. The project includes planning and graphic design services, and includes a mechanism featuring a number of meetings with the public and its leaders to build consensus on which of the City's significant icons and commercial and residential destinations should be included. City of Newport Beach Public Works staff (and CalTrans, where necessary) will review and approve all design and locational issues in accordance with state and local regulations. Hunt Design's fee structure (prior to the November 13' City Council meeting) included a fixed cost of $50,000 for "basic services " --analysis and programming, conceptual design, design development, construction documents, and construction administration, along with preparation and attendance at public meetings and/or presentations. Hunt's fee structure of $34,200 for "optional services" would have provided additional design elements and guidelines. The list of "optional" services, as originally proposed included: visual icons for districts, to be included on citywide directional signs; beach area pedestrian mapping; a sign removal plan to reduce visual clutter in accordance with recommendations from public works and public safety staff; signage and graphics guidelines; and reimbursable expenses. Staff presented the project and funding proposal to the EDC at its October 17'h meeting. The committee reviewed the project in light of its economic development policies and goals, and • recommended support for both to the City Council. Discussion At the November 13, 2001 public hearing, Council members heard testimony from Hunt Design, who outlined the need for the program and the project itself. In their discussion, Council members recommended reducing the scope of the project, as well as two important professional services - related inclusions, and requested that the project be brought back at a Study Session for secondary review. Several Council members were uncomfortable with the inclusion of "district icons" as a part of this project. Unique, identifying designs were proposed for each major commercial district, along with some of the city's residential or cultural features. However, discussion centered on the potential that these features would reduce the high level of sophistication in the City, and staff and the consultant have removed them from the scope. Identification of the individual districts is still included in the proposal, so the citywide sign program can effectively direct visitors and residents alike to and through the city's special areas. Another area that the Council felt was unnecessary at the present time was the inclusion of permanent pedestrian mapping in the City's high - tourist areas. As a result, this optional item has • been eliminated from the overall project scope. The Council was very concerned that this project be invested with a high level of engineering and technical expertise from its formative stages, and directed that traffic engineering services be included in the contract to ensure proper technical design, and that the prime consultant carry the proper amount of "errors and omissions" insurance to protect the City from potential liability resulting from the design and placement of project signage. A registered engineering firm (Linscott Law & Greenspan Engineers) has been added to the consulting team to provide services, and Hunt Design has added One Million Dollars of errors and omissions insurance to their portfolio specifically for this contract. The City Attorney's office has reviewed the draft Agreement and scope, and is satisfied that these items are sufficiently addressed. The total cost for the revised scope of services is $78,500, plus reimbursable expenses (estimated at $2,000) for a grand total project cost of $80,500. This is a reduction of $3,700 from the original project cost, reflecting the removal of two of the `optional services" contained in the original scope (419,200), but the inclusion of the traffic engineering subcontract ( +$6,500) and additional costs associated with E &O insurance (approximately +$9,000), not typically carried by firms in this design field. Staff believes the revised proposal and cost are reasonable in total. Project Funding This project will be funded from the FY 2001 -2002 General Fund through an existing budget item approved in Capital Account No. 7014- C2700550. The grand total project cost is $34,085 above the amount contained in the capital budget account established for this project, but may be fully funded with City Council approval of a budget amendment. The additional amount may be taken from unappropriated reserve funds. A recommendation for Council to approve the budget amendment transferring the money into the capital account is needed. Implementation of the recommended final signage will be subject to future funding authorization. Submitted by: SHARON Z. WOOD Assistant City Manager Prepared by: GEORGE A. BERGER, AICP Senior Planner At-,t� V aceve�-- - Attachments: Attachment] — Request for Proposals: Newport Beach City-wide Wayfinding & Directional Signage Program Attachment 2 — Exhibit A: Scope of Services, List of Key Personnel, and Project Schedule: and Attachment 3 —Exhibit B. Schedule of Fees and Billing Rates • is • • ATTACHMENT REQUEST FOR PROPOSALS NEWPORT BEACH CITY -WIDE WAYFINDING & DIRECTIONAL SIGNAGE PROGRAM I. INTRODUCTION The City of Newport Beach, California wishes to retain a consultant to prepare a program for citywide wayfmding and directional signage, designed to provide simple, attractive visual markers to welcome residents and visitors alike and guide them to their destinations. This signage must be accessible both to pedestrians and from motorized vehicles, allowing people to navigate the City's streets, sidewalks, and public areas. The project will not only include planning and graphic design assistance, but will include a number of meetings with the public and its leaders to build consensus on which of the City's significant icons and commercial and residential destinations should be included. Il. BACKGROUND • General: Newport Beach, California is a mid -size southern California coastal city of approximately 70,000 year- round —and 30,000+ additional summertime— residents. Its moderate mediterranean climate and proximity to high - quality employment, recreational and cultural amenities have made it one of the most prestigious residential addresses in the United States. Its harbor is home to one of the largest collections of small yachts in the world, and the upper Newport Bay is known throughout the nation as an environmental treasure. The City has approximately six miles of Pacific Ocean beachfront, and its two ocean piers are California landmarks. As a maritime- oriented community, Newport Beach is endowed with a number of residential islands in its harbor, along with numerous tracts of high -end housing on the Balboa Peninsula and mainland. These residential areas represent all architectural styles and eras dating from the beginning of the 20th Century through today. Many of these residential communities are distinctive in their own way, and residents have come to love that distinction. A number of these residential communities surround or abut one of the City's small "commercial villages;" which are also well known throughout southern California. These villages, such as Corona del Mar, Balboa Village and Balboa Island (Marine Avenue), are celebrated for their particular style and "look," and for having been settled independently of a larger Newport Beach and only gradually having been incorporated into the larger municipality. • The City has not overlooked its responsibility to the housing/employment balance, and has designated large areas in Newport Center (which surrounds Fashion Island, the City's • regional shopping mall) and adjacent to the John Wayne Airport for office, professional and other non - retail commercial use. Newport Beach is home to a large number of high - tech and other noteworthy employers that find the proximity to convenient transportation portals, available office space, high quality housing for both employer and employee, and significant recreational and cultural amenities an unbeatable environment. However, as the City has grown over the last century from a group of small, unique communities into a larger, more unified municipal entity, a lack of significant attention has been paid to the unifying threads connecting the entire community. The City's general signage program has not been particularly consistent over time — placing information on signs of all shapes, sizes and colors according to no unified system. There is a Council- approved policy regarding entrance and village signs, and there are a number of markers for some —but not all —of the individual villages and at most of the City's major gateways. These `low- impact" monuments were not designed to be extraordinarily readable; and, particularly when obscured somewhat by landscaping, the "front doors" to Newport Beach and the villages offer visitors little awareness that they are entering one of the most affluent and successful cities in the United States. Motorists, albeit mainly visitors, continue to have occasional difficulty finding their way through the City to chosen destinations or parking; pedestrians are sometimes unable to ascertain the most convenient path to shops or the beach. Additionally, the commercial/residential villages would be tremendously assisted in the maintenance and • enhancement of their unique identity (and capture of customers) if more visible and distinctive signage were provided to delineate boundaries and establish directional information. Relationship to City Policies and Programs: Possibly the first explicit call for increased municipal emphasis toward the provision of a coordinated, aesthetically appealing directional sign program came in February. 1997, when a PKF Consulting study analyzed potential for Transient Occupancy Tax (TOT) .revenue enhancement. This study pointed out that a tourist's perception of a "complete experience" in the City is greatly affected by whether they perceive the City as "user friendly." By improving the signage infrastructure, the study recommended, and creating a destination that is more "user friendly" for the visitor, the City would be able to offer a product that is more appealing and desirable to residents and visitors alike. In late 1999, the Image Enhancement & Marketing Subcommittee of the City's Economic Development Committee identified public signage as an important issue citywide. This subcommittee was created in part to specifically address many of the recommendations contained in the PKF Study. In their report, they recommended taking steps to "...identify ways to improve, coordinate, and simplify public and visitor signage throughout the City, " including the project called for in this request for proposals. The full EDC and City Council approved that recommendation in early 2000, and identified Rinds to accomplish that goal. • • Another incentive to begin this process now is that, within the next two to three years, the City must have its Local Coastal Program certified by the California Coastal Commission. As a part of the state Commission's program to assure public access, additional access signage will likely be recommended, and Newport Beach would like to begin that effort as soon as possible. Further, the Mariner's Mile Strategic Vision and Design Framework (adopted by City Council in October, 2000 and by reference in the Zoning Code in Section 20.57), makes reference to the need for high quality "district identification" signage. Noting that the installation of "Welcome to Mariner's Mile" signs should be placed near the Arches Bridge and at Dover Drive along the Pacific Coast Highway, the Design Framework also calls for the installation of flags or banners on both the Arches and Back Bay bridges "...to enhance the entry to Mariner's Mile, to create a memorable experience for regional traffic, and to foster the pedestrian connections among Mariner's Mile and Balboa Peninsula and Bayside Drive. " Other adopted City policies directly call for wayfinding and directional graphics. A number of the City's Specific Plans either generally (including the Manner's Mile and Cannery Village/McFadden Square plans) or specifically (including the Central Balboa and Old Newport Boulevard plans) call for public improvements such as directional signage and graphics and permanent entry monuments to enhance the appearance, access and identity of the areas and to facilitate the flow of pedestrian/vehicular traffic. • Most recently, the Harbor and Bay Element of the City's General Plan — recently adopted by the City Council- -calls for the provision of "a comprehensive system of directional and informational signage for the Harbor perimeter vehicular and pedestrian access systems and related parking, land and water transportation facilities serving the Harbor and its uses" (Goal HB -2 Objective HB -2.1 Implementation Strategy 2). III. DESCRIPTION OF PROJECT Based on the information provided in this RFP, proposing consultants should feel free to develop a responsive work program, and as such should provide suggestions regarding the final scope to be developed jointly between the City and the selected consultant. However, the elements noted below will be included in the final scope; as such, they should be considered in all proposals to be submitted. Please also address: recommended phasing of the planning and graphic design selection processes; suggested secondary studies, if any; community involvement and participation approach; and schedule of completion and major project milestones. The list below identifies a number of significant elements to be included for analysis as part of the City's citywide wayfinding and directional signage program. These items, at a C� minimum, should be addressed; additional elements may come to light as part of the proposal process that should be accommodated into the final contract. • A. Provide "Welcome to Newport Beach" signage. Although the City does have a number of signs at its approximate boundaries, and a general Policy for their location and design, they are not particularly distinctive. Further, in some cases the signs are partially hidden from view by vegetation that has grown up around the undersized monuments. A more distinctive "welcoming element" should be established that could be placed at or near each of the City's major roadway entrances, identifying the City's boundary. A policy for installation, maintenance and replacement of these signs should also be developed. B. Simples traffic patterns by guiding drivers through the City. Visually distinctive graphic display elements should be placed strategically along the main thoroughfares in Newport Beach so as to allow motorists, primarily, to find their way through the City from one end to the other, and from the entrances to and from major destinations. These signage elements should be unique, but understated so as not to add further "visual clutter" to the City. C. Identify unique commercial villages and distinct residential communities, and provide an appropriate level of identification to allow the public to conveniently locate them while still reflecting the City's overall identity. The City has a number of unique neighborhood commercial villages, many of which have distinctive neighboring residential communities. These villages —which provide the City with an • unparalleled character and style —along with other important retail, office, and residential areas city wide, should be identified for residents and visitors alike in order to encourage convenient and efficient travel. This identification may also be used to provide context and "layering" of neighborhood/district/City levels. Effort of this nature should be identified within the public involvement process, and incorporated into the overall signage concept to be developed. As with the city "welcoming" signs, a policy for installation, maintenance and replacement of these signs should also be developed. D. Identify and provide direction to culturally, economically and historically significant facilities and structures. As in any city with a rich cultural and economic heritage, Newport Beach is home to a number of significant facilities that should be identified for visitors and residents alike. This list should contain City Hall, the historic Balboa Pavilion, John Wayne Airport, the Newport Theatre Arts Center, and the city's four libraries, Fashion Island regional shopping mall and other facilities. E. Identify and provide direction to public parking lots and areas. Finding the Newport Beach municipal parking lots and areas is often the subject of complaint from visitors. In order to decrease the traffic congestion for residents that occurs when visitors become disoriented in finding parking —and to relieve the confusion in the first place —a more structured and easily recognizable system of parking identifiers and directional signs should be created. • • F. Provide vehicular and pedestrian direction to the ocean beaches, Newport Harbor, public piers on ocean and bay side, and Upper Newport Bay resources & amenities. Although these amenities are well known to both residents and visitors, many of these features are hidden from view, i.e. — blocked by buildings and/or natural barriers. Side streets or pedestrian pathways most easily reach others. Providing accurate and organized directions is a necessary part of this program. G. Identify and provide direction to other coastal access points throughout and proximate to the City. The City, County and State have coastal access points on the Pacific Ocean and throughout Newport Harbor and the Upper Bay. From facilities as small as a street -end city pier to as large as Crystal Cove State Park, these access points provide the public access to coastal waters as mandated by the California Coastal Act, and as desired by the City. The level of signage attributed to these facilities should be weighted in accordance to their community -wide significance. And, as some facilities are not within the City boundaries and/or presently have adequate signage, it may be appropriate to identify only necessary wayfinding and directional signage. H. Provide pedestrian- oriented, permanently affixed vicinity maps. An optional element of this program — depending on budgetary considerations— should be the provision of pedestrian maps. The successful design should display a vicinity map of the immediate district or neighborhood within walking distance, and also afford some • wayfinding assistance for those wishing to locate other areas of Newport Beach as well. I. Create policies and guidelines for on -going and additional signage as necessary. The initial placement of signage in accordance with this project may suit the immediate needs of the present; however, the City will evolve over time —and maintenance will certainly become necessary. Therefore, policies for the future planning and placement of additional signage, and for its removal if necessary, must be developed at the outset. Further, a program of maintenance to deflect and deter vandalism and natural deterioration should also be developed at the outset. J. Identify areas where current City regulatory signage should be removed and replaced as part of this program effort. The City of Newport Beach has a large amount of signage in many different styles and from many eras that does not present a cohesive system. While many of these signs are regulative in nature and must be displayed in a certain manner, some can be removed and replaced as part of this program. City policies —for example the Central Balboa Specific Plan— provides justification for this effort by calling for the consolidation of signage. Backer plates have been suggested to help the City's regulatory signage fit into the rest of the system, and the removal of other signs altogether will reduce the visual clutter — particularly on the Balboa Peninsula and in the City's commercial villages and neighborhoods. K. Coordination with other governmental agencies. Coordination with County, State and other municipal agencies is critical, as this project will entail the location of • signage on rights -of -way and other property not owned by the City of Newport Beach, and may be providing direction to and wayfinding information for non -city owned facilities. Additionally, permitting issues will play an important role in the implementation of the project. L. Implementation. The selected consultant should consider the implementation of the recommendations for this project, by developing strategies and priorities for phasing, construction drawings and specifications, permitting documentation, and standards for ongoing maintenance and replacement. M. Community Involvement. There will be a great deal of community input and involvement on this project; the selected consultant must be available to meet with and learn from groups such as the City Council and Planning Commission, the Economic Development Committee, Business Improvement District boards, the two Chambers of Commerce, and the Conference and Visitors Bureau among others. Additionally, homeowners associations and community groups will likely provide essential input about their neighborhoods and the City at large. Therefore, an efficient and effective method of public participation, over the course of weeks or months, should be proposed. V. STATEMENT OF QUALIFICATIONS & PERSONNEL • The following information is requested to enable the City to evaluate consultants' qualifications and their personnel allocations and experience. Please provide general information about the firm(s) involved, and specific information with regard to the specific project described above. A. Describe the experience of the firm and assigned Project Manager in preparing citywide wayfinding & directional signage programs. Provide the dates when other projects of a similar nature were completed, the names of client contacts and their telephone numbers. Explain the direct role of the firm if it was not the prime consultant, and describe the role of the Project Manager in the projects. B. If a team approach will be used, identify each subconsultant's experience in wayfinding & directional signage projects and the dates when other such projects were completed, the names of client contacts and their telephone numbers. C. If a team approach will be used, discuss the history of interaction between various members of the team. D. Identify the consultant(s) familiarity with Newport Beach and any previous assignments in the City. • E. Include the resumes of key individuals who will be assigned to the project, • including individuals from any subconsultant who will be involved in the project. F. Provide a current reference list of a minimum of three public agency clients, which includes names and telephone numbers of individuals who have a history of working with the Project Manager and lead individuals of any subconsultant. Please identify the project for which the services were provided. VI. AMOUNT BUDGETED The City Council has budgeted funds in the amount of Fifty Thousand dollars ($50,000) to complete this Citywide Wayfinding and Directional Signage Program. By publishing this budget amount, the City hopes to provide prospective consulting firms/teams with information they may use to submit reasonable and qualified overall project budgeting and task costing. The City will rank proposals competitively based on which proposal provides the best package of services within the allotted budget. The City intends to select a consultant based on qualifications and proposals, and negotiate fees based on the final scope of work to be developed jointly by the City and selected consultant. VII. SELECTION PROCESS • City officials will review the Proposals, and the most qualified firms/teams will be invited to an interview. The final selection of the consulting firm/team to be awarded the contract will be made by the City Council. This Request for Proposals (RFP) does not commit the City to Award a contract, to pay any costs incurred in the preparation of the Proposal or to procure or contract for services or supplies. The City reserves the right to accept or reject any or all proposals received as a result of this request, to negotiate with any selected qualified representative, or to cancel any part or the entirety of this RFP, if it is in the best interest of the City to do so. The City may require the proposers selected to participate in negotiations and to submit such price, technical or other revisions of their proposals as may result from negotiations. VIII. SUBMITTAL REQUIREMENTS Twenty (20) copies of the Proposal, and One (1) unbound reproducible copy of same, must be received at the address noted below by 5:00 P.M. on Friday, August 24, 2001. George A. Berger, AICP Planning Department City of Newport Beach 3300 Newport Boulevard Post Office Box 1768 • Newport Beach, CA 92658 -8915 ATTACHMENT 2 ASSOCIATES zS North MemosAae Pasadena, CA 9iio6 -1709 626 793 -7847 626 793 -2549 %ax NEWPORT BEACH CITYWIDE WAYFINDING & DIRECTIONAL SIGNAGE PROGRAM Exhibit A SCOPE OF SERVICES KEY PERSONNEL PROJECT SCHEDULE • A. SCOPE OF WORK — AREAS AND ELEMENTS • The following elements will be studied and addressed under Scope of Services: 1. City Identity and Wayfinding Signage • Gateway elements • Citywide vehicular directional signage • Beach areas pedestrian directional signage 2. District Identity and Wayfinding Signage • Gateway or identification elements • Perimeter markers • Banner programs 3. Sign Clutter Abatement • Selection and documentation of existing signs to be removed 4. Signage and Graphics Guidelines • Guidelines policy and procedures manual for sign system continuation • City of Newport Beach Project: Citywide Wayfinding and Directional Signage Project Exhibit A— Scope of ServicestKey Personnel/Project Schedule Page 2 of 5 •B. SCOPE OF SERVICES AND TECHNICAL APPROACH The following methodology is Hunt Design's unique approach and description of the work, based on substantial experience with similar projects. Hunt Design Associates will provide the following services to the City of Newport Beach: L Analysis and Programming 1. Conduct a kick -off meeting to further define and clarify the goals of the project and begin to identify the districts to be included. 2. Conduct visual and photographic audit of typical existing public signs (both vehicular and pedestrian). 3. Review existing identities of the various districts. 4. Review relevant project and area plans provided by the City to help create a starting point for signage and graphic design. 5. Collect and review identity and wayfinding related elements from other districts and cities to develop a context for design. 6. Working from our own files and library and other available design libraries, review related projects, environments, city and downtown identity graphics, urban design • and landscape which may provide a state -of -the -art context for the work. 7. Identify and evaluate all of the various sequences of arrival, circulation and departure by vehicles and pedestrians with the goal of simplified traffic patterns to guide drivers through the city and to the various districts. 8. Review applicable codes and regulations for roadway signs including California Vehicle Codes and Newport Beach Municipal Codes. 9. Identify the typical decision points leading to the destinations and develop a signage location plan and a written inventory of typical sign messages. Organize the message types into categories of sign types. Refine into specific sign type groups and hierarchies of individual sign types and create a wayfinding plan. Work Products: Visual presentations of research; written list of typical proposed project signs by category; plan drawings showing proposed sign locations keyed to written list. 11 City of Newport Beach Project: Citywide Wayfinding and Directional Signage Project Exhibit A — Scope of Services/Key Personnel/Project Schedule Page 3 of 5 11. Conceptual Design 1. Explore conceptual design options to bring visual form to each sign type. Included will be is studies of size, scale, typeface, color, material, sequence, relationship to architecture, landscape and streetscape elements. Consider historic, contextual and environmental qualities in design process. Present for review. 2. Develop the best of the conceptual designs into schematic design concepts. Present for review. Work Products: Visual presentations of conceptual designs and schematic designs. III. Design Development 1. Develop schematic designs into final detailed designs reflecting actual wording and visual content including color and materials recommendations and relationship to architectural and paving elements. 2. Develop an implementation cost estimate. 3. Assist City in developing an implementation plan. Work Products: Visual presentations necessary to demonstrate developed designs; implementation cost estimate; implementation plan. • IV Construction Documents Prepare design- intent fabrication and installation drawings necessary to solicit bids and select sign vendor including sign location plans, design drawings and message listing. 2. Prepare copy layouts and computer artwork for high -profile items where necessary. Prepare typography guidelines for the remainder of items. Computer artwork will be prepared in Macintosh format. 3. Prepare plan drawings and photographs documenting existing signs to be removed. Work Products: Construction documents necessary to bid, fabricate and install signage program; computer artwork. V. Construction Administration 1. Assist City in preparation of bid packages. 2. Assist City in review of bids. 3. Assist City in negotiations and start -up of City/sign contractor relationship. 4. Assist in supervising sign contractor by reviewing shop drawings, color submittals, mock -ups and by inspecting work in sign contractor's shop and on site. • City of Newport Beach Project: Citywide Wayfmding and Directional Signage Project Exhibit A — Scope of Semites/Key Personnel/Project Schedule Page 4 of 5 • 5. Review installed work on site and prepare a punch list of items requiring correction. Work Products: Punch list of items requiring sign vendor attention. VI. Signage and Graphics Guidelines Write, design and publish a Signage Standards Manual of up to sixteen (16) pages detailing guidelines for future continuation of the program including standards for typography, sign layout, colors and applications. VII. General Consultation At the request of the City, participate, consult on, or conceptualize items or treatments beyond actual signage and graphics elements such as architectural color, paving patterns, ironwork, etc. • • City of Newport Beach Project: Citywide Wayfinding and Directional Signage Project Exhibit A — Scope of Services/Key PersonnellProject Schedule Page 5 of 5 C. KEY PERSONNEL • Name Position Hourly Rate T. Wayne Hunt Principal $140 John Temple Project Manger $120 Sharrie Lee Senior Associate $120 Jennifer Bressler Associate $110 Christina Allen Designer $110 In Sung Kim Designer $110 Heather Watson Designer $110 Rick Chavez Designer $110 Dinnis Lee Design Technician $ 80 Perry Shimoji Design Technician $ 80 Above rates are identified for reference only. The services under this proposal are offered on a fixed -fee basis, by phase. Consultant Jack Greenspan $160 Linscott Law &Greenspan Engineers (LLG) • D. PROJECT SCHEDULE Following are approximate elapsed -time schedules for phases of the work, exclusive of City or agency review time. Analysis and Programming 4 weeks Conceptual Design 6 weeks Design Development 8 weeks Construction Documents 8 weeks Construction Administration 6 weeks • • u ATTACHMENT ASSOCIATES 25 Nortb Mentor Ave Pasadena, CA 91106 -[709 626 793-7847 626 793-2549 fax NEWPORT BEACH WAYFINDING & DRIECTIONAL SIGNAGE PROGRAM Exhibit B SCHEDULE OF FEES BILLING RATES A. FEES —BASIC SERVICES In return for the services discussed in Exhibit A — Scope of Services, Hunt Design Associates, Inc. will be paid fixed fees by project phase as follows: I. Analysis and Programming H. Conceptual Design III. Design Development IV Construction Documents V Construction Administration Traffic Engineer (consultant, hourly) Sign Removal Plan (IV. 3. above Signage and Graphics Guidelines (VI. above) General Consultation (VII. above) $ 8,500 $11,500 $12,500 $15,500 $ 9,000 not to exceed $ 6,500 $ 7,500 $ 7,500 hourly, as required Note: the above fees include time to prepare for and attend up to six (6) public and/or agency presentations. Additional meetings will be billed hourly. The fees are based approximately on estimated hours per task multiplied by our standard hourly billing rates of: Principal $140; Associates $120; Programming and Design $110; Drafting $80. B. EXPENSES In addition to the above fees, Hunt Design Associates is to be reimbursed for expenses incurred in connection with this project at cost plus 15 %. Such expenses include: blueprints, computer imagery and other normal reproduction charges. In -house color computer output will be billed at $5 per page. Extraordinary items required by the owner, such as models, renderings, etc. purchased by Hunt Design Associates will be billed at cost. City of Newport Beach Project: Citywide Wayfinding and Directional Signage Project Exhibit B— Schedule of Compensation/Billing Rates Page 2 of 2 We estimate that a reimbursable budget of $2,000 will be required for this project. • C BILLING Monthly invoices reflecting the percentage of work completed plus expenses will be submitted for payment. Invoices shall be paid within thirty (30) days of receipt. Applicable sales tax will be added to billing as required by the California State Board of Equalization. D. ADVANCED PAYMENT-RETAINER Before starting work, Hunt Design Associates requests an advance payment equal to 15% of the total fees, which will be credited at the end of the project. E. CONDITIONS OF THEAGREEMENT Revisions and Additions: This proposal covers only the services outlined. If the scope of work changes, approved revisions or additions will be charged for on an hourly basis, and as an addition to the original contract. Termination of Contract: Assuming just cause, either party reserves the right to terminate this agreement after giving ten (10) days written notice to the other. Hunt Design Associates shall be paid for services and reimbursable expenses incurred under this contract up to the date of such termination. Cash Flow and Timely Payments: Timely and regular payments of Hunt Design Associates invoices are required for continuous work on the project. • Sequence of Work. The fees stated above are based on executing the project or large project portions as a group or groups. That is, items added out of sequence or after general approvals of areas or phases, may be considered as extra to the contract. Limit of Quantity of Designs: A reasonable quantity of design solutions for individual elements will be developed for review. Excessive or unreasonable requests for redesign or additional design options may result in additional design fees. Originality: All reasonable care will be taken to avoid accidental duplication of graphic designs already in existence, but responsibility and matters of registration, trade- marking, copyrighting, rest with the owner. Best Effort Basis: The creative services described above will be provided on a "best effort" basis. That is, Hunt Design Associates will create designs based on our training, experience and professional judgment and that represents our best effort; non - acceptance of the design(s) shall not constitute reason for non - payment. Publicity: Hunt Design Associates reserves the right of reasonable publicity about its participation in this project. /sm 2280 • l CITY OF NEWPORT BEACH Poo o COMMUNITY AND ECONOMIC Hearing Date: November 13, 2001 G DEVELOPMENT i PLANNING DEPARTMENT Agenda Item No.: 16 3300 NEWPORT BOULEVARD Staff Person: George A. Berger, AICP 'CIF00.� NEWPORT BEACH, CA 92658 (949) 644 -3207 (949) 644 -3200; FAX (949) 644 -3250 REPORT TO THE MAYOR AND CITY COUNCIL 4^ SUBJECT: Citywide Wayfinding & Directional Signage Program: Overview of proposed project, and recommendation to authorize professional design services. SUMMARY: Arising from Economic Development Committee and City Council approvals in FY 2000, staff recommends approval of a contract with Hunt Design for professional design services associated with the Newport Beach Citywide Wayfinding and Directional Signage Program. Staff also recommends Council,approval of an additional amount in professional services fees in order that the complete design project may proceed. SUGGESTED ACTIONS: 1 2. Background Approve Agreement for Professional Services with Hunt Design Associates for design development of the Citywide Wayfinding & Directional Signage Program not to exceed $86,200; and Approve budget amendment transferring $39,785 from unappropriated reserve to capital account for public signage program. The capital budget includes a public signage program, which will —when implemented — provide simple, attractive visual markers to welcome residents and visitors alike and guide them to their destinations throughout Newport Beach. Signage will be accessible to pedestrians and from motorized vehicles alike, allowing people to navigate the City's streets, sidewalks and public areas with increased ease and confidence. The project includes planning and graphic design services, and includes a mechanism to build consensus on which of the City's significant icons and commercial and residential destinations should be included. As the City has grown over the last century from a group of small, unique communities into a larger unified municipal entity, a lack of significant attention has been paid to the unifying threads connecting the entire community. The City's general signage program has not been particularly consistent over time — placing information on signs of all shapes, sizes and colors without a unified system. There is a Council- approved policy regarding entrance and village signs, and there are a number of markers for some —but not all—of the individual villages and at most of the City's major gateways. These "low- impact" monuments are not extraordinarily readable; and, particularly when obscured by landscaping, the "front doors" to Newport Beach and the villages offer visitors little awareness that they are entering our community. Motorists, albeit mainly visitors, continue to have difficulty finding their way through the City to chosen destinations or parking; pedestrians are sometimes unable to ascertain the most cotjvenient path to shops, the harbor or the beach. Additionally, the commercial/residentialvillages would be tremendously assisted in the maintenance and enhancement of their unique identity (and capture of customers) if more visible and distinctive signage were provided to delineate boundaries and establish directional information. Discussion Possibly the first explicit call for a coordinated, aesthetically appealing citywide directional sign program came in February of 1997, when an (EDC- recommended) PKF Consulting study analyzed potential for Transient Occupancy Tax (TOT) revenue enhancement. This study pointed out that a tourist's perception of a "complete experience" in the City is greatly affected by whether they perceive the City as "user friendly." By improving the signage infrastructure, the study recommended, and creating a destination that is more "user friendly" for the visitor, the City would be able to offer a product that is more appealing and desirable to residents and visitors alike. In late 1999, the Image Enhancement & Marketing Subcommittee of the EDC identified public signage as an important issue citywide. This subcommittee was created in part to specifically address many of the recommendations contained in the PKF Study. In their report, they noted that the City had poorly organized, designed and cluttered public signage, and recommended taking steps to "...identify ways to improve, coordinate, and simplify public and visitor signage throughout the City. " Included in their recommendations was the project that is the subject of this discussion. The full EDC and City Council approved that recommendation in early 2000, and identified funds ($50,000) to accomplish that goal. Other reasons to begin this process now is that a wide range of important City efforts — including the certification of the Local Coastal Program; the Balboa Village and Mariner's Village public improvement projects; Vision 2004 in Corona del Mar; the policies contained in other Specific Plans; and, most recently, the Harbor and Bay Element of the General Plan—call for the design and installation of directional and informational signage graphics and permanent entry monuments to enhance the appearance, access and identity of the City, and to facilitate the flow of pedestrian/vehiculartraffic. ? Pro_iectDescription Staff developed a RFP --sent to thirteen environmental graphic design & planning firms nationwide —that asked for the development of a proposal to consider and address, at a minimum, the following elements: A. Provide "Welcome to Newport Beach" signage; w B. Simplify traffic patterns by guiding drivers through the City; C. Identify unique commercial villages and distinct residential communities, and provide an appropriate level of identification to allow the public to conveniently locate them while still reflecting the City's overall identity; D. Identify and provide direction to culturally, economically and historically significant facilities and structures; E. Identify and provide direction to public parking lots and areas; F. Provide vehicular and pedestrian direction to the ocean beaches, Newport Harbor, public piers on ocean and bay side, and Upper Newport Bay resources & amenities; G. Identify and provide direction to other coastal access points throughout and proximate to the City; H. Provide pedestrian- oriented, permanently affixed vicinity maps; I. Create policies and guidelines for on -going and additional signage as necessary; J. Identify areas where current City regulatory signage should be removed and replaced as part of this program effort; K. Coordinationwith other governmental agencies; L. Implementation; and M. Community Involvement. Of the five consulting firms that responded to the City's Request for Proposals, the review committee —made up of EDC members John Cassady and Barbara Wold, and with City staff members Sharon Wood, Steve Badum and George Berger —chose Hunt Design Associates as the firm most technically competent, with the greatest amount of relevant citywide experience, and with a fee structure that most closely adhered to the City's financial allocation as presented in the RFP. Requested City Council Action All but one of the consulting firms who responded, and a number who didn't based on this issue, made it clear that the $50,000 financial allocation set out in the City's FY2001 budget was not enough compensation for the requested scope of services. Fee structures for those consultants who responded completely to the proposed scope ranged from a low bid of $84,200 (Hunt Design) to a high bid of $242,335, as well as two others at $96,440 and $97,000. ; As noted above, the review committee selected Hunt Design as the most qualified and responsive firm to complete the project. Their fee structure includes a fixed cost of $50,000 for "basic services " — analysis and programming, conceptual design, design development, construction documents, and construction administration, along with preparation and attendance at public meetings and/or presentations. Hunt's fee structure for "optional services" will provide the additional design elements and guidelines that make the project complete. The following outlines the list of `optional" services, as proposed: • Visual Icons for Districts -- $9,200 • Beach Area Pedestrian Mapping -- $10,000 • Sign Removal Plan -- $7,500 • Signage and Graphics Guidelines -- $7,500 • Reimbursable Expenses – Est. $2,000 It is this additional funding amount that staff requests the City Council approve. We believe the Hunt Design proposal is reasonable in total, and believe their fee structure is appropriate in the full amount. As noted above, staff presented the project and this request to the EDC at its October 17' meeting, and received a recommendation of support for both. If the City Council approves the additional funding, the total cost for named services will be Eighty-four thousand, two hundred dollars ($84,200), plus reimbursable expenses (estimated at $2,000) for a grand total project cost of $86,200. Funding Sources This project will be funded from the FY 2001 -2002 General Fund through an existing budget item approved in Capital Account No. C2700550. The additional amount requested for approval may be taken from unappropriatedreserve funds. A recommendation for Council to approve the budget amendment transferring the money into the capital account is needed. Implementation of the recommended final signage will be subject to future funding authorization. Submittedby: SHARONZ. WOOD Assistant City Manager Prepared by: GEORGE A. BERGER, AICP Senior Planner Attachments: Attachment 1— Professional Services Agreementwith Hunt Design Associates, including: Exhibit A —Scope of Services, List of Key Personnel, and Project Schedule; and Exhibit B— Schedule of Fees and Billing Rates ATTACHMENT PROFESSIONAL SERVICES AGREEMENT THIS AGREEMENT, entered into this day of November, 2001, by and between CITY OF NEWPORT BEACH, a Municipal Corporation (hereinafter referred to as "City "), and HUNT DESIGN ASSOCIATES whose address is 25 North Mentor Avenue, Pasadena, California 91106, (hereinafter referred to as "Consultant'), is made with reference to the following: RECITALS A. City is a municipal corporation duly organized and validly existing under the laws of the State of California with the power to carry on its business as it is now being conducted under the statutes of the State of California and the Charter of City. B. City desires to engage Consultant to provide project management and staff services upon the terms and conditions contained in this Agreement. C. The principal member of Consultant is, for purpose of this Project, T. Wayne Hunt. D. City has solicited and received a proposal from Consultant, has reviewed the previous experience and evaluated the expertise of Consultant, and desires to contract with Consultant under the terms of conditions provided in this Agreement. NOW, THEREFORE, it is mutually agreed by and between the undersigned Parties as follows: 1. TERM The term of this Agreement shall commence on the _th day of November, 2001, and shall terminate on the _th day of , 2002, unless terminated earlier as set forth herein. 2. SERVICES TO BE PERFORMED Consultant shall diligently perform all the duties set forth in the scope of services, attached hereto as Exhibit "A" attached hereto along with a List of Key Personnel and incorporated herein by reference. no 3. COMPENSATION TO CONSULTANT City shall pay Consultant for the services in accordance with the provisions of this Section and the Schedule of Fees and Billing Rates, attached hereto as Exhibit "B" and incorporated herein by reference. No rate changes shall be made during the term of this Agreement without prior written approval of City. Consultant's compensation for all work performed in accordance with this Agreement shall not exceed the total contract price of eighty six thousand, two hundred dollars ($86,200). The shall have the authority to authorize work beyond this amount, not to exceed an additional $_,000. 3.1 Consultant shall maintain accounting records of its billings which includes the name of the employee, type of work performed, times and dates of all work which is billed on an hourly basis and all approved incidental expenses including reproductions, computer printing, postage and mileage. 3.2 Consultant shall submit monthly invoices to City payable by City within thirty (30) days of receipt of invoice subject to the approval of City. 3.3 Consultant shall not receive any compensation for extra work without prior written authorization of City. Any authorized compensation shall be paid in accordance with Exhibit "B ". 3.4 City shall reimburse Consultant only for those costs or expenses that have been specifically approved in this Agreement, or specifically approved in advance by City. Such cost shall be limited and shall include nothing more than the following costs incurred by Consultant. 3.5 Notwithstanding any other paragraph or provision of this Agreement, beginning on the effective date of this Agreement, City may withhold payment of ten percent (10 %) of each approved payment as approved retention until all services under this Agreement have been substantially completed. 4. STANDARD OF CARE 4.1 All of the services shall be performed by Consultant or under Consultant's supervision. Consultant represents that it possesses the professional and technical personnel required to perform the services required by this Agreement, and that it will perform all services in a manner commensurate with the community professional standards. Qualified and experienced personnel who are neither employed by City nor have any contractual relationship with City shall perform all services. Consultant represents and warrants to City that it has or shall obtain all licenses, permits, qualifications and approvals required of its profession. Consultant further represents and warrants that it shall keep in effect all such licenses, permits and other approvals during the term of this Agreement. a 4.2 Consultant shall not be responsible .for delay, nor shall Consultant be responsible for damages or be in default or deemed to be in default by reason of strikes, lockouts, accidents, or acts of God, or the failure of City to furnish timely information or to approve or disapprove Consultant's work promptly, or delay or faulty performance by City, contractors, or governmental agencies, or any other delays beyond Consultant's control or without Consultant's fault. S. INDEPENDENT PARTIES City retains Consultant on an independent contractor basis and Consultant is not an employee of City. The manner and means of conducting the work are under the control of Consultant, except to the extent they are limited by statute, rule or regulation and the expressed terms of this Agreement. Nothing in this Agreement shall be deemed to constitute Consultant or any of Consultant's employees or agents, to be the agents or employees of City. Consultant shall have the responsibility for and control over the details in means of performing the work provided that Consultant is compliance with the terms of this Agreement. Anything in this Agreement which may appear to give City the right to direct Consultant as to the details of the performance of the services or to exercise a measure of control over Consultant shall mean that Consultant shall follow the desires of City only with respect to the results of the services. 6. COOPERATION Consultant agrees to work closely and cooperate fully with City's designated Project Administrator, and any other agencies that may have jurisdiction or interest in the work to be performed. City agrees to cooperate with the Consultant on the Project. 7. PROJECT MANAGER Consultant shall assign the Project to a Project Manager, who shall coordinate all phases of the Project. This Project Manager shall be available to City at all reasonable times during the Project term. Consultant has designated John Temple and Wayne Hunt to be its co- Project Managers. Consultant shall not bill any personnel to the Project other than those personnel identified in Exhibit "A ", whether or not considered to be key personnel, without City's prior written approval by name and specific hourly billing rate. Consultant shall not remove or reassign any personnel designated in this Section or assign any new or replacement person to the Project without the prior written consent of City. City's approval shall not be unreasonably withheld with respect to removal or assignment of non -key personnel. Consultant, at the sole discretion of City, shall remove from the Project any of its personnel assigned to the performance of services upon written request of City. Consultant warrants that it will continuously furnish the necessary personnel to complete the Project on a timely basis as contemplated by this Agreement. 8. TIME OF PERFORMANCE Time is of the essence in the performance of the services under this Agreement and Consultant in accordance with Exhibit A shall perform the services. The failure by Consultant to strictly adhere to the schedule, may result in termination of this Agreement by City, and the assessment of damages against Consultant for delay. Notwithstanding the foregoing, Consultant shall not be responsible for delays that are due to causes beyond Consultant's reasonable control. However, in the case of any such delay in the services to be provided for the Project, each party hereby agrees to provide notice to the other party so that all delays can be addressed. 8.1 Consultant shall submit all requests for extensions of time for performance in writing to the Project Administrator not later than ten (10) calendar days after the start of the condition that purportedly causes a delay, and not later than the date upon which performance is due. The Project Administrator shall review all such requests and may grant reasonable time extensions for unforeseeable delays, which are beyond Consultant's control. 8.2 For all time periods not specifically set forth herein, Consultant shall respond in the most expedient and appropriate manner under the circumstances, by either telephone, fax, hand delivery or mail. 9. CITY POLICY Consultant will discuss and review all matters relating to policy and project direction with the Project Administrator in advance of all critical decision points in order to ensure that the Project proceeds in a manner consistent with City goals and policies. 10. CONFORMANCE TO APPLICABLE REQUIREMENT All work prepared by Consultant shall conform to applicable city, county, state and federal law, regulations and permit requirements and be subject to approval of the Project Administrator and City. 11. PROGRESS Consultant is responsible to keep the Project Administrator and /or his /her duly authorized designee informed on a regular basis regarding the status and progress of the work, activities performed and planned, and any meetings that have been scheduled or are desired. 12. HOLD HARMLESS Consultant shall indemnify, defend, save and hold harmless City, its City Council, boards and commissions, officers and employees from and against any and all loss, damages, liability, claims, allegations of liability, suits, costs and expenses for damages 0 I of any nature whatsoever, including, but not limited to, bodily injury, death, personal injury, property damages, or any other claims arising from any and all acts or omissions of Consultant, its employees, agents or subcontractors in the performance of services or work conducted or performed pursuant to this Agreement. This indemnity shall apply even in the event of negligence of City, or its employees, or other contractors, excepting only the sole negligence or willful misconduct of City, its officers or employees, and shall include attorneys' fees and all other costs incurred in defending any such claim. Nothing in this indemnity shall be construed as authorizing, any award of attorneys' fees in any action on or to enforce the terms of this Agreement. a ti 13. INSURANCE Without limiting consultant's indemnification of City, and prior to commencement of work, Consultant shall obtain and provide and maintain at its own expense during the term of this Agreement policy or policies of liability insurance of the type and amounts described below and satisfactory to City. Certification of all required policies shall be signed by a person authorized by that insurer to bind coverage on its behalf and must be filed with City prior to exercising any right or performing any work pursuant to this Agreement. Except workers compensation, all insurance policies shall add City, its elected officials, officers, agents, representatives and employees as additional insured for all liability arising from Consultant's services as described herein. All insurance policies shall be issued by an insurance company currently authorized by the Insurance Commissioner to transact business of insurance in the State of California, with an assigned policyholders' Rating of A (or higher) and Financial Size Category Class VII (or larger) in accordance with the latest edition of Bests Key Rating Guide: unless otherwise approved by the City Risk Manager. A. Worker's compensation insurance covering all employees and principals of Consultant, per the laws of the State of California. B. Commercial general liability insurance covering third party liability risks, including without limitation, contractual liability, in a minimum amount of $1 million combined single limit per occurrence for bodily injury, personal injury and property damage. If commercial general liability insurance or other form with a general aggregate is used, either the general aggregate shall apply separately to this Project, or the general aggregate limit shall be twice the occurrence limit. C. Commercial auto liability and property insurance covering any owned and rented vehicles of Consultant in a minimum amount of $1 million combined single limit per accident for bodily injury and property damage. Said policy or policies shall be endorsed to state that either party shall not cancel coverage except after thirty (30) days' prior notice has been given in writing to City. Consultant shall give City prompt and timely notice of claim made or suit instituted arising out of Consultant's operation hereunder. Consultant shall also procure and i r. _ maintain, at its own cost and expense, any additional kinds of insurance, which in its own judgment may be necessary for its proper protection and prosecution of the work. Consultant agrees that, in the event of loss due to any of the perils for which it has agreed to provide comprehensive general and automotive liability insurance, Consultant shall look solely to its insurance for recovery. Consultant hereby grants to City, on behalf of any insurer providing comprehensive general and automotive liability insurance to either Consultant or City with respect to the services of Consultant herein, a waiver of any right of subrogation that any such insurer of said Consultant may acquire against City by virtue of the payment of any loss under such insurance. 14. PROHIBITION AGAINST TRANSFERS Consultant shall not assign, sublease, hypothecate or transfer this Agreement or any for the services to be performed under this Agreement, directly or indirectly, by operation of law or otherwise without prior written consent of City. Any attempt to do so without consent of City shall be null and void. The sale, assignment, transfer or other disposition of any of the issued and outstanding capital stock of Consultant, or of the interest of any general partner or joint venturer or syndicate member or cotenant if Consultant is a partnership or joint- venture or syndicate or cotenancy, which shall result in changing the control of Consultant, shall be construed as an assignment of this Agreement. Control means fifty percent (50 %) or more of the voting power, or twenty-five percent (25 %) or more of the assets of the corporation, partnership or joint venture. 15. OWNERSHIP OF DOCUMENTS Each and every report, draft, work product, map, record and other document reproduced, prepared or caused to be prepared by Consultant pursuant to or in connection with this Agreement shall be the exclusive property of City. Documents, including drawings and specifications, prepared by Consultant pursuant to this Agreement are not intended or represented to be suitable for reuse by City or others on any other project. Any use of completed documents for other projects and any use of incomplete documents without specific written authorization from Consultant will be at City's sole risk and without liability to Consultant. Further, any and all liability arising out of changes made to Consultant's deliverables under this Agreement by City or persons other than Consultant is waived against Consultant and City assumes full responsibility for such changes unless City has given Consultant prior notice and has received from Consultant written consent for such changes. Consultant shall, at such time and in such form as City may require, furnish reports concerning the status of services required under this Agreement. i 16. CONFIDENTIALITY The information, which results from the services in this Agreement, is to be kept confidential unless City authorizes the release of information. 17. CITY'S RESPONSIBILITIES In order to assist Consultant in the execution of his responsibilities under this Agreement, City agrees to provide the following: " A. Access to, and upon request of Consultant, one copy of all existing record information on file at City. Consultant shall be entitled to rely upon the accuracy of data information provided by City or others without independent review or evaluation. City will provide all such materials in a timely manner so as not to cause delays in Consultant's work schedule. B. Blueprinting, CADD plotting, copying and other services through City's reproduction company for each of the required submittals. Consultant will be required to coordinate the required submittals with City's reproduction company. All other reproduction will be the responsibility of Consultant and as defined above. 18. ADMINISTRATION This Agreement will be administered by the Planning Department. George Berger shall be considered the Project Administrator and shall have the authority act for City under this Agreement. The Project Administrator or his /her authorized representative shall represent City in all matters pertaining to the services to be rendered pursuant to this Agreement. 19. RECORDS Consultant shall keep records and invoices in connection with the work to be performed under this Agreement. Consultant shall maintain complete and accurate records with respect to the costs incurred under this Agreement. All such records shall be clearly identifiable. Consultant shall allow a representative of City to examine, audit and make transcripts or copies of such records during normal business hours. Consultant shall allow inspection of all work, data, documents, proceedings and activities related to the Agreement for a period of three (3) years from the date of final payment under this Agreement. 20. WITHHOLDINGS City may withhold payment of any disputed sums until satisfaction of the dispute with respect to such payment. Such withholding shall not be deemed to constitute a failure to pay according to the terms of this Agreement. Consultant shall not discontinue work as a result of such withholding. Consultant shall have an immediate right to 1 appeal to the City Manager or his designee with respect to such disputed sums. Consultant shall be entitled to receive interest on any withheld sums at the rate of seven percent (7 %) per annum from the date of withholding of any amounts found to have been improperly withheld. 21. ERRORS AND OMISSIONS In the event of errors or omissions that are due to the negligence or professional inexperience of Consultant which result in expense to City greater than would have resulted if there were not errors or omissions in the work accomplished by Consultant, the additional expense shall be borne by Consultant. Nothing in this paragraph is intended to limit City's rights under any other sections of this Agreement. 22. CITY'S RIGHT TO EMPLOY OTHER CONSULTANTS City reserves the right to employ other consultants in connection with the Project. 23. CONFLICTS OF INTEREST A. The Consultant or its employees may be subject to the provisions of the California Political Reform Act of 1974 (the "Act "), which (1) requires such persons to disclose financial interest that may foreseeably be materially affected by the work performed under this Agreement, and (2) prohibits such persons from making, or participating in making decisions that will foreseeably financially affect such interest. B. If subject to the Act, Consultant shall conform to all requirements of the Act. Failure to do so constitutes a material breach and is grounds for termination of this Agreement by City. Consultant shall indemnify and hold harmless City for any and all claims for damages resulting from Consultant's violation of this Section. 24. SUBCONSULTANT AND ASSIGNMENT A. Except as specifically authorized under this Agreement, the services included in this Agreement shall not be assigned, transferred, contracted or subcontracted without prior written approval of City. 25. NOTICES All notices, demands, requests or approvals to be given under this Agreement shall be given in writing and conclusively shall be deemed served when delivered personally or on the third business day after the deposit thereof in the United States mail, postage prepaid, first class mail, addressed as hereinafter provided. All notices, demands, requests or approvals from Consultant to City shall be addressed to City at: City of Newport Beach Planning Department 3300 Newport Boulevard P. O. Box 1768 Newport Beach, CA, 92658 -8915 (949) 644 -3200 (949) 644 -3229 fax All notices, demands, requests or approvals from City to Consultant shall be addressed to Consultant at: Hunt Design Associates Attention: Wayne Hunt 25 North Mentor Avenue Pasadena, CA 91106 (626) 793 -7847 (626) 793 -2549 fax 26. TERMINATION In the event either part hereto fails or refuses to perform any of the provisions hereof at the time and in the manner required hereunder, that party shall be deemed in default in the performance of this Agreement. If such default is not cured within a period of two (2) days, or if more than two (2) days are reasonably required to cure the default and the defaulting party fails to give adequate assurance of due performance within two (2) days after receipt of written notice of default, specifying the nature of such default and the steps necessary to cure such default, the nondefaulting party may terminate the Agreement forthwith by giving to the defaulting party written notice thereof. 26.1 City shall have the option, at its sole discretion and without cause, of terminating this Agreement by giving seven (7) days' prior written notice to Consultant as provided herein. Upon termination of this Agreement, City shall pay to the Consultant that portion of compensation specified in this Agreement that is earned and unpaid prior to the effective date of termination. 27. COMPLIANCES Consultant shall comply with all laws, state or federal and all ordinances, rules and regulations enacted or issued by City. 28. WAIVER A waiver by either party of any breach, of any term, covenant or condition contained herein shall not be deemed to be a waiver of any subsequent breach of the I same or any other term, covenant or condition contained herein, whether of the same or a different character. 29. INTEGRATED CONTRACT This Agreement represents the full and complete understanding of every kind or nature whatsoever between the Parties hereto, and all preliminary negotiations and agreements of whatsoever kind or nature are merged herein. No verbal agreement or implied covenant shall be held to vary the provisions herein. Any modification of this Agreement will be effective only by written execution signed by both City and Consultant. 30. OPINION OF COST Any opinion of the construction cost prepared by Consultant represents his judgment as a design professional and is supplied for the general guidance of City. Since Consultant has no control over the cost of labor and material, or over competitive bidding or market conditions, Consultant does not guarantee the accuracy of such opinions as compared to contractor bids or actual cost to City. 31. PATENT INDEMNITY The Consultant shall indemnify City, its agents, officers, representatives and employees against liability, including costs, for infringement of any United States' letters patent, trademark, or copyright infringement, including costs, contained in Consultant's drawings and specifications provided under this Agreement. IN WITNESS WHEREOF, the Parties have caused this Agreement to be executed on the day and year first written above. APPROVED AS TO FORM: By: Robin Clauson Assistant City Attorney for the City of Newport Beach ATTEST: By: LaVonne Harkless City Clerk .J CITY OF NEWPORT BEACH A Municipal Corporation L5 Homer L. Bludau City Manager for the City of Newport Beach CONSULTANT 0 T. Wayne Hunt Hunt Design Associates ASSOCIATES 23 North Mentor Ave Pasadena, CA 9rro6 -z709 626793-7847 626 793'2549 fax NEWPORT BEACH CITYWIDE WAYFINDING & DIRECTIONAL SIGNAGE PROGRAM Exhibit A SCOPE OF SERVICES LIST OF KEY PERSONNEL TENTATIVE PROJECT SCHEDULE Scope of Services —Areas and Elements The following elements will be studied and addressed under Scope of Services: City Identity and Wayfinding Signage • Gateway elements • Citywide vehicular directional signage • Beach areas pedestrian directional signage • Beach areas pedestrian mapping District Identity and Wayfinding Signage • Gateway or identification elements • Perimeter markers • Banner programs Sign Clutter Abatement • Selection and documentation of existing signs to be removed Signage and Graphics Guidelines • Guidelines policy and procedures manual for sign system continuation Scope of Services and Technical Approach The following methodology is Hunt Design's unique approach and description of the work, based on substantial experience with similar projects. Hunt Design Associates will provide the following services to the City of Newport Beach: 1 �n City of Newport Project: Citywide Wayfinding and Directional Signage Project Exhibit A — Scope of Services/Key Personnel/Project Schedule Page 2 of 4 1. Analysis and Programming 1. Conduct a kick -off meeting to further define and clarify the goals of the project and begin to identify the districts to be included. 2. Conduct visual and photographic audit of typical existing public signs (both vehicular and pedestrian). 3. Review existing identities of the various districts. 4. Review relevant project and area plans provided by the City to help create a starting point for signage and graphic design. 5. Collect and review identity and wayfinding related elements from other districts and cities to develop a context for design. 6. Working from our own files and library and other available design libraries, review related projects, environments, city and downtown identity graphics, urban design and landscape which may provide a state -of -the -art context for the work. Identify and evaluate all of the various sequences of arrival, circulation and departure by vehicles and pedestrians with the goal of simplified traffic patterns to guide drivers through the city and to the various districts. 8. Review applicable codes and regulations for roadway signs including California Vehicle Codes and Newport Beach Municipal Codes. 9. Identify the typical decision points leading to the destinations and develop a signage location plan and a written inventory of typical sign messages. Organize the message types into categories of sign types. Refine into specific sign type groups and hierarchies of individual sign types and create a wayfinding plan. Work Products: Visual presentations of research; written list of typical proposed project signs by category; plan drawings showing proposed sign locations keyed to written list. H. Conceptual Design 1. Explore conceptual design options to bring visual form to each sign type. Included will be studies of size, scale, typeface, color, material, sequence, relationship to architecture, landscape and streetscape elements. Consider historic, contextual and environmental qualities in design process. Present for review. 2. Develop the best of the conceptual designs into schematic design concepts. Present for review. 3. Develop concepts for a system of beach area pedestrian maps. 4. Develop design concepts for a system of visual district icons. Work Products: Visual presentations of conceptual designs and schematic designs. City of Newport Project: Citywide Wayfinding and Directional Signage Project Exhibit A —Scope of Services/Key Personnel/Project Schedule Page 3 of 4 111. Design Development 1. Develop schematic designs into final detailed designs reflecting actual wording and visual content including color and materials recommendations and relationship to architectural and paving elements. 2. Refine district icons into final icon designs. 3. Develop an implementation cost estimate. 4. Assist City in developing an implementation plan. Work Products: Visual presentations necessary to demonstrate developed designs; implementation cost estimate; implementation plan. IV. Construction Documents 1. Prepare design- intent fabrication and installation drawings necessary to solicit bids and select sign vendor including sign location plans, design drawings and message listing. 2. Prepare copy layouts and computer artwork for high - profile items where necessary. Prepare typography guidelines for the remainder of items. Computer artwork will be prepared in Macintosh format. 3. Prepare plan drawings and photographs documenting existing signs to be removed. Work Products: Construction documents necessary to bid, fabricate and install sgnage program; computer artwork V. Construction Administration 1. Assist City in preparation of bid packages. 2. Assist City in review of bids. 3. Assist City in negotiations and start-up of City/sign contractor relationship. 4. Assist in supervising sign contractor by reviewing shop drawings, color submittals, mock -ups and by inspecting work in sign contractor's shop and on site. 5. Review installed work on site and prepare a punch list of items requiring correction. Work Products: Punch list of items requiring sign vendor attention. VI. Signage and Graphics Guidelines Write, design and publish a Signage Standards Manual of up to sixteen (16) pages detailing guidelines for future continuation of the program including standards for typography, sign layout, colors and applications. City of Newport Project: Citywide Wayfinding and Directional Signage Project Exhibit A— Scope of Services/Key Personnel/Project Schedule Page 4 of 4 VU General- Consultation At the request of the City, participate, consult on, or conceptualize items or treatments beyond actual signage and graphics elements such as architectural color, paving patterns, ironwork, etc. List of Key Personnel Name Position Rate T. Wayne Hunt -- Principal: $140 John Temple -- Project Manger: $120 Sharrie Lee -- Senior Associate: $120 Jennifer Bressler -- Associate: $110 Christina Allen -- Designer: $110 In Sung Kim -- Designer: $110 Heather Watson -- Designer: $110 Rick Chavez -- Designer: $110 Dinnis Lee -- Design Technician: $80 Perry Shimoji -- Design Technician $80 Rates are identified for reference only. The services under this proposal are offered on a fixed -fee basis, by phase. Tentative Project Schedule Following are approximate elapsed -time schedules for phases of the work, exclusive of City or agency review time. Analysis and Programming4 weeks Conceptual Design6 weeks Design Development8 weeks Construction Documents8 weeks Construction Administration6 weeks AM 2280 pit II r ASSOCIATES' x5 Nortb Mentor Ave Pasadena, CA 9rro6•r7o9 6x6793-7847 6x6 793-1549 fax NEWPORT BEACH CITYWIDE WAYFINDING & DIRECTIONAL SIGNAGE PROGRAM Exhibit B SCHEDULE OF FEES BILLING RATES Fees — Basic Services In return for the services discussed in Exhibit A — Scope of Services, Hunt Design Associates, Inc. will be paid fixed fees by project phase as follows: 1. Analysis and Programming 11. Conceptual Design III. Design Development IV Construction Documents V Construction Administration Visual Icons for Districts (17. 4., 1112. Scope of Services) Beach Area Pedestrian Mapping (H..3 Scope of Services) Sign Removal Plan (IV 3. Scope of Services) Signage and Graphics Guidelines (VI. Scope of Services) General Consultation (VII. Scope of Services) $ 7,500 $10,000 $11,000 $13,500 $ 8,000 $ 9,200 $10,000 $ 7,500 $ 7,500 hourly, as required Note: the above fees include time to prepare for and attend up to six (6) public and/or agency presentations. Additional meetings will be billed hourly. The fees are based approximately on estimated hours per task multiplied by our standard hourly billing rates of Principal $140; Associates $120; Programming and Design $110; Drafting $80. Expenses In addition to the above fees, Hunt Design Associates is to be reimbursed for expenses incurred in connection with this project at cost plus 15 %. Such expenses include: blueprints, computer imagery and other normal reproduction charges. In -house color computer output will be billed at $5 per page. Extraordinary items required by the owner, such as models, renderings, etc. purchased by Hunt Design Associates will be billed at cost. a6 City of Newport Project: Citywide Wayfinding and Directional Signage Project Exhibit B— Schedule of Compensation /Billing Rates Page 2 of 2 We estimate that a reimbursable budget of $2,000 will be required for this project. Billing Monthly invoices reflecting the percentage of work completed plus expenses will be submitted for payment. Invoices shall be paid within thirty (30) days of receipt. Applicable sales tax will be added to billing as required by the California State Board of Equalization. Advanced Payment- Retainer Before starting work, Hunt Design Associates requests an advance payment equal to 15% of the total fees that will be credited at the end of the project. Conditions of the Agreement Revisions and Additions: This proposal covers only the services outlined. If the scope of work changes, approved revisions or additions will be charged for on an hourly basis, and as an addition to the original contract. Termination of Contract. Assuming just cause, either party reserves the right to terminate this agreement after giving ten (10) days written notice to the other. Hunt Design Associates shall be paid for services and reimbursable expenses incurred under this contract up to the date of such termination. Cash Flow and Timely Payments: Timely and regular payments of Hunt Design Associates invoices are required for continuous work on the project. Sequence of Work. The fees stated above are based on executing the project or large project portions as a group or groups. That is, items added out of sequence or after general approvals of areas or phases, may be considered as extra to the contract. Limit of Quantity of Designs: A reasonable quantity of design solutions for individual elements will be developed for review. Excessive or unreasonable requests for redesign or additional design options may result in additional design fees. Originality: All reasonable care will be taken to avoid accidental duplication of graphic designs already in existence, but responsibility and matters of registration, trade - marking, copyrighting, rest with the owner. Best Effort Basis: The creative services described above will be provided on a "best effort" basis. That is, Hunt Design Associates will create designs based on our training, experience and professional judgment and that represents our best effort; non - acceptance of the design(s) shall not constitute reason for non - payment. Publicity: Hunt Design Associates reserves the right of reasonable publicity about its participation in this project. /sm 2280 1f City of Newport Beach BUDGET AMENDMENT 2001 -02 EFFECT ON BUDGETARY FUND BALANCE: Increase Revenue Estimates X Increase Expenditure Appropriations Transfer Budget Appropriations SOURCE: from existing budget appropriations from additional estimated revenues X from unappropriated fund balance EXPLANATION: NO. BA- 019 AMOUNT: 539,785.00 Increase in Budgetary Fund Balance AhQ X Decrease in Budgetary Fund Balance No effect on Budgetary Fund Balance This budget amendment is requested to provide for the following: To appropriate an additional $39,785 to the Public Signage capital project from General Fund unapproriated surplus fund balance. ACCOUNTING ENTRY: Amount 3UDGETARY FUND BALANCE Debit Credit Fund Account Description 010 3605 General Fund - Fund Balance $39,785.00 ?EVENUE ESTIMATES (360 1) Fund /Division Account Description :XPENDITURE APPROPRIATIONS (3603) Description Division Number 7014 General Fund - Misc. Projects Account Number C2700550 Public Signage Program $39,785.00 Division Number Account Number Division Number Account Number Division Number Account Number Division Number Account Number � , A� / Automatic System Entry. igned: Avux'�-�f uncial Approval: Administr ' e Services Director Date igned: A ministrative Ap oval: City Manager to gned: City Council Approval: City Clerk Date