TITLE
Recommendation to adopt Specifications No. RFQ PW23-189 and award a contract to PAO Design of Long Beach, CA, in an initial amount of $20,000 to advance the submitted concept design, confirm technical feasibility, and develop comprehensive cost estimates for the COVID-19 Memorial Project, for a period of one year with an option to renew for one additional year, at the discretion of the City Manager; and, authorize City Manager, or designee, to execute all documents necessary to enter into an agreement. (District 1)
DISCUSSION
City Council approval is requested to award a contract to PAO Design of Long Beach, CA, to allow the artist team to refine their designs, confirm feasibility, and develop comprehensive cost estimates to advance the COVID-19 Memorial Project (Project) and to continue their work under the guidance of the COVID-19 Memorial Advisory Committee.
The primary goal of the Project is to create a monumental artwork that is meaningful, lasting, resonant, and inspires healing while capturing the significance of this time.
COVID-19 Memorial Advisory Committee
In the Spring of 2022, the City of Long Beach (City) convened the COVID-19 Memorial Advisory Committee (Committee) tasked with developing an intentional and deliberate process for the establishment of the COVID-19 Memorial (Memorial). The Committee is comprised of community leaders with backgrounds in the arts, healthcare, and education fields, as well as local organizers, who witnessed the trauma firsthand and led the COVID-19 response at the neighborhood level.
The Committee, over the course of multiple meetings, discussed thoroughly and thoughtfully the purpose, function, meaning, and their vision for the Memorial. Through subsequent meetings and dialogue, the Committee continued to develop priorities and considerations to ensure the Memorial developed is lasting, meaningful, and resonant, and its ultimate location is accessible, equitable, and safe.
Purpose, Function and Vision
At the first and second meetings of the Committee, the Committee established the Memorial’s purpose and function, and established their vision for the work. As advised by the Committee, the Memorial would be a place and space to honor the memories of those who have passed, those who have survived, and for families and friends forever impacted by loss. The Memorial would designate a place and space to acknowledge the tangible and intangible effects of the pandemic on mental health and loss of life, recognizes the contributions of frontline workers, and becomes a space that celebrates our resiliency as a community and city.
The Committee’s vision for the memorial was to create a monument that inspires healing, is culturally sensitive, equitable, accessible, and recognizes all experiences and stories of the pandemic.
Memorial Location Selection
At its third meeting the Committee was tasked with determining a location for the COVID-19 Memorial and developed a set of criteria to ensure its ultimate location was suitable for the installation. The criteria established would guide the Memorial’s ultimate placement including site availability, access by transit, parking, public restrooms, ambiance/mood, security, and lighting. The Committee members conducted site visits of various parks and open spaces throughout Long Beach to inform its recommendation, but after careful deliberation, the Committee narrowed the opportunity to two locations-Shoreline Aquatic Park (Rainbow Harbor Lighthouse) and the Civic Center (Exhibit A - Memorial Artwork Location Opportunities).
The Committee determined that each respective location on its own afforded unique opportunities. Shoreline Aquatic Park was close to calm waters allowing for reflection, provided connectivity as it was adjacent to walking paths and bike paths, and is frequently visited by a diverse community including residents and visitors, all with their own unique experiences and relationship to the pandemic. The installation of a future Memorial at Civic Center met all established criteria including availability of parking, lighting, security, access by transit, site availability, and proximity of restrooms.
Ultimately, both the Civic Center complex and Shoreline Aquatic Park were made available to artists as possible locations for the Memorial. The Committee provided the latitude to the artist community to propose a Memorial artwork concept and location that took into account the site context and constraints.
Advisory Committee Findings
The Advisory Committee has reviewed the submitted artist Statements of Qualifications and conceptual artwork designs and has determined that the submissions for the Memorial were high quality, striking, and met the goals and intentions established by the Committee.
The Committee selected the submittal by PAO Design entitled “Twin Arches” (Exhibit B). “Twin Arches” memorializes the lives lost, creates an opportunity for interaction with the artwork itself, and provides opportunity for social gathering and healing. As such, staff is recommending to award a contract to PAO Design of Long Beach, CA, in an initial amount not to exceed $20,000, to allow the PAO Design (artist team) to refine their design, confirm feasibility and develop comprehensive cost estimates and work further with Staff and the Advisory Committee. Upon successful completion of this additional work, Staff and the Advisory Committee will return to the City Council with an additional recommendation to amend the contract to include completing detailed design, permitting, fabrication and installation and to present the refined concept to the City Council.
The Request for Qualifications (RFQ) and Call for Artists offered an honorarium of $2,500 to the top three ranked artists for their work as determined by the COVID-19 Memorial Advisory Panel (Panel) and for their participation and development of concepts for the artwork. The Panel was comprised of arts professionals, community leaders, and City staff.
The RFQ was advertised in the Long Beach Press-Telegram on November 18, 2022, and 17 potential proposers specializing in public art were notified of the RFQ opportunity. Of those proposers, six downloaded the RFQ via the City’s electronic bid system. The RFQ document was made available from the Purchasing Division, located on the Sixth Floor of City Hall, and the Division’s website at www.longbeach.gov/purchasing <http://www.longbeach.gov/purchasing>. An RFQ announcement was also included in the Purchasing Division’s weekly update of Open Bid Opportunities, which is sent to 42 local, minority-owned, and women-owned business groups. There were three responsive proposals received on December 6, 2022. Of those three proposers, two were Minority-owned Business Enterprises (MBEs), none were Women-owned Business Enterprises (WBEs), one was a certified Small Business Enterprise (SBEs), and one was a Long Beach vendor (Local). The selection committee determined that PAO Design of Long Beach, CA (MBE, WBE, SBE, or Local), will provide the best value for the City. . To promote the opportunity, the RFQ was included in various newsletters including the Go Long Beach Newsletter with a distribution of 55,000 recipients, and on the City and the Department of Public Works social media accounts.
Local Business Outreach
To align with the City’s outreach goal, Long Beach businesses are encouraged to submit proposals for City contracts. The Purchasing Division also assists businesses with registering on the LB Buys database to download RFP specifications. Through outreach, eight Long Beach vendors were notified to submit proposals, of which four downloaded and one submitted a proposal. The Purchasing Division is committed to continuing to perform outreach to local vendors to expand the bidder pool.
This matter was reviewed by Deputy City Attorney Erin Weesner-McKinley, Business Services Bureau Manager Tara Mortensen, and Budget Management Officer Nader Kaamoush on December 9, 2022.
SUSTAINABILITY
All proposed artwork submitted is identified for placement at the Civic Center Plaza and shall be in conformance with the approved Planning Commission approvals for the Civic Center. Artwork proposed in this location and site was included and approved as part of the EIR/CEQA environmental review and permitted uses for the Civic Center.
TIMING CONSIDERATIONS
City Council action to adopt Specifications No. RFQ PW23-189 and award a contract concurrently is requested on December 13, 2022 to ensure the contract is in place expeditiously to begin this process.
FISCAL IMPACT
The total amount of the contract will not exceed $20,000. The total cost of the Project is currently estimated at $850,000, which includes procurement of art, design, installation/construction, construction management, inspection, labor compliance, and project oversight. The Project is supported by one-time funding in the amount of $650,000 from the General Fund and $200,000 in Measure A funds which are currently appropriated in the Capital Projects Fund Group in the Public Works Department. Upon installation, maintenance of the art piece will be the responsibility of the Parks, Recreation and Marine Department. The ongoing maintenance cost is unknown at this time and will be determined once the design is complete and staff receives the recommended maintenance requirements from the artist and fabricators for the specific materials. Staff will include an estimate of ongoing maintenance cost when an amendment to the contract to complete the Project is brought back to City Council for approval. This recommendation has no staffing impact beyond the normal budgeted scope of duties and is consistent with existing City Council priorities. Approval of this recommendation will support local artists.
SUGGESTED ACTION
Approve recommendation.
Respectfully Submitted,
ERIC LOPEZ
DIRECTOR OF PUBLIC WORKS
APPROVED:
THOMAS B. MODICA
CITY MANAGER