SS Item A-2 — Beverly Hills City Council, January 28, 2025

STAFF REPORT
Meeting Date: January 28, 2025
To: Honorable Mayor & City Council
From: Nancy Hunt-Coffey, City Manager
Subject: Review of Final Draft of Request for Proposal (RFP) for 10/7 Permanent Memorial and Application for Technical/Professional Committee Advisors
Attachments: 1. Proposed Process for 10/7 Memorial

2. Draft RFP for 10/7 Permanent Memorial

3. Draft Application for Technical/Professional Committee Advisors

INTRODUCTION
The basic parameters of the permanent 10/7 Memorial were developed by the ad hoc (Mayor Friedman and Vice Mayor Nazarian) and discussed at the November 7, 2024 City Council study session. At that meeting, the full City Council concurred with the following recommendations:
 The memorial should be located on the south side of the Beverly Hills Public Library at the northeast corner of Rexford Dr. and Burton Way.  The memorial design would be in concert with the 9/11 Memorial on the west side of Rexford Dr.
 The “all in” budget for the project would be $500,000 from the City.  Additionally, the City’s Community Charitable Foundation would solicit and accept donations toward the memorial.
 A name recognition program would be developed for Council approval. Any name recognition (e.g. plaques) resulting from the donations would be incorporated into the periphery of the memorial and not a part of the memorial itself.
 The memorial would incorporate educational signage about what occurred on 10/7.
 A 10/7 Memorial Committee (the Committee) would be created which would include a maximum of 10 individuals, including the two City Council ad hoc members. The Committee would review the submitted designs, engage in any public feedback process, and make a recommendation to the City Council.
 Each Council member will select one individual to sit on the Committee.

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The City Council provided the following additional direction on the development of the memorial program:
 Rather than issuing a Request for Qualifications (RFQ) for an art piece, the City should issue a Request for Proposal (RFP) for qualified artists, designers, landscape architects, architects, etc. who will design the memorial space (which can include artwork).
 The selection process should follow similar steps as those in other calls for submissions, such as the one issued for the Vietnam Memorial.  The memorial can take up the full site location (tabula raza), but the emphasis should be toward the Rexford Dr. side, facing the 9/11 Memorial.  The art piece Home by artist Charles Arnoldi as well as the additional signage in the area could be relocated, should it benefit the design of the memorial.  Up to three advisory professionals should participate on the Committee. The advisors would bring expertise to the process and would be from professions, such as curators, artists, designers, architects, etc.

DISCUSSION
Based on the direction provided by the City Council, the October 7th Permanent Memorial ad hoc met on 1/14/25 to review the draft RFP and to discuss how the professional/technical advisory members would be selected for the Committee.

RFP review
The ad hoc substantially discussed the approach for soliciting and reviewing designs for the Memorial. They ultimately recommended a two phased approach. The first phase would involve issuing the RFP, which would be an open call for designs. Additionally, selected design/architectural firms would be invited to submit designs. The focus of this phase would be on the designs that are submitted as well as the qualifications of the individuals/teams who respond. As the focus of this phase is on design and experience, a fully-fledged budget for the project may be difficult to ascertain so early in the process.

As a result, the ad hoc proposed a second phase, whereby the Committee would review the designs that are submitted and narrow the field down to two to four finalists. These finalists would be recommended to the full City Council by the Committee. Should City Council concur with these selections, the two to four finalists would further develop their designs to a point where a fully-fledged design and a rough project budget could be ascertained. Each finalist would be paid a stipend for this work. The Committee would then hold public meetings to gather feedback from residents on the two to four finalists and would ultimately select one design to recommend to the City Council. Depending on the design that is selected, additional architectural work may need to occur to prepare it for construction. The project would then likely be competitively bid for the construction phase. Please see the attached slide which lays out the process.

Similar to the process that was followed with the parking structure façade process, staff recommends that each of the two to four finalist be paid a $10,000 stipend to develop their designs and provide a rough budget.

The City Council is asked to provide direction regarding this two phased approach to selecting a design for the memorial as well as any feedback regarding the RFP.

Selection of the professional/technical advisory members As indicated earlier, the City Council indicated that the Committee should include 2-3 professional advisors from fields such as: design, visual arts, curation, architecture, landscape architecture and/or construction. The ad hoc recommended the development of an application, similar to the one used to recruit commission/committee members. In response, staff developed the attached draft application. The ad hoc also indicated that while it is preferred, the professional/technical advisory members do not need to be Beverly Hills residents. City Council is asked to provide any feedback on the application.

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Timeline
The ad hoc requested that staff develop a rough timeline for the RFP process. This timeline is proposed as:

1. Mid-February through May 16, 2025
Upon the release of the RFP in mid-February 2025, respondents will have until May 16, 2025 to submit their proposals. During the first month of this period, a Q&A process will be conducted to address any queries from respondents.

Following this, a comprehensive Frequently Asked Questions (FAQ) document will be distributed to all designers.

2. Mid-May through mid-July 2025
Following the submission deadline, the October 7th Memorial Committee will carefully review each proposal and design based on the criteria outlined below and will select 2-4 finalists to present to the City Council for consideration.

3. Mid-July through mid-September 2025
Upon approval by the City Council, each of the 2-4 finalists will further develop their designs. The goal of this phase is to develop designs so that they fully convey the vision of the memorial in situ and so that an overall budget for the project can be developed. Each finalist will be paid a modest fee for this work.

4. Mid-September through December 2025
The October 7th Memorial Committee will carefully review each of the finalists’ proposals. Proposals will be shared with the community at one or more public meetings, where residents will be invited to provide feedback on the submissions. Following resident feedback, the October 7th Memorial Committee will select a final design to submit to the City Council for consideration.

5. Post Competition Phase
The final design may need to be developed further by an architect and will likely need to be competitively bid to select a contractor to construct the memorial. The details of the post competition phase will be dependent on a number of factors, such as the design that is selected, the overall project budget that is available, etc.

FISCAL IMPACT
Previously, City Council directed that the City’s contribution toward the project would be $500,000. Additionally, the City’s Community Charitable Foundation will accept donations from the community toward the development of the memorial.

RECOMMENDATION
Staff recommends that the City Council discuss and provide direction on the two phased approach to selecting a design for the 10/7 permanent memorial. Additionally, staff requests feedback from the City Council on the RFP and on the application to solicit professional/technical advisors for the Committee.

Nancy Hunt-Coffey
City Manager
Approved By
Attachment 1
Finalizing the RFP
• Proposed Process for 10/7 Memorial
RFP to select initial design
Bid to select contractor
Role: constructs projectCriteria: price, responsiveness,experience 2-4 designs developed further
By invitation only based oninitial designDesigners paid stipendCriteria: design, project approach, projected budgetPublic processCommittee recommends 1 design to Council Open call for design &Invite select group to applyCriteria: design, project approach, similar experience, community engagementUnknown budgetCommittee narrows, recommends 2-4 designs to Council Depending on final selection, may or may notneed architect Phase 1 Phase 2
Attachment 2

1 Background
In response to devastating attack on the state of Israel October 7, 2023, the City Council took immediate action by issuing a resolution in strong support of Israel and condemning the horrific attack by Hamas. The City installed a shabbat table in front of City Hall with one place setting for each of the approximately 250 hostages that were taken by Hamas. Additionally, the City has repeatedly installed over 1,200 flags in Beverly Gardens Park—one for each individual murdered on October 7th—symbolizing our collective grief and solidarity. These temporary art memorials have served as powerful reminders of our shared values and support of those who were kidnapped and killed.

Project Intent:

The City of Beverly Hills seeks to create a permanent memorial to honor the lives lost in the tragic terror attack against the state of Israel on October 7, 2023, which profoundly a.ected our community. Considering the overwhelming desire expressed by residents for a permanent memorial, we invite qualified professional artists, architects, landscape architects and/or design professionals to submit their proposals to create a lasting tribute that will reflect the significance of this event and honor the memories of those lost.

Call:

This project is open to all individuals and/or teams of artists, architects, landscape architects and design professionals.

Proposal Deadline
May 16, 2025, 5:00 PM PST
Site Description:

Location:
444 N Rexford Drive, Beverly Hills, CA 90210
Dimensions:

The site has a border measuring approximately 450 feet, encompassing a total area of roughly 9,500 square feet. The memorial need not occupy the entire space. 2 Existing Conditions:

The project site is a landscaped area situated on the south side of the Beverly Hills Public Library, bordered by Rexford Drive, Burton Way, and Civic Center Drive. This area features multiple mature trees, alongside numerous smaller plants that contribute to the site's natural setting. The landscape is equipped with a drip irrigation system. The bronze sculpture “Home” by Charles Arnoldi, a sign for Kelly’s Co.ee and the landmark sign for the Public Library are located in this area.

Consideration will be given to relocating these elements, at the cost of the City, should they impact the design of the memorial. Please see the attached site survey for additional details.

View from Civic Center Dr. View from Burton Way
View from Rexford Dr.
3 “Home” by Charles Arnoldi
“Home”, Kelly’s Co.ee sign, and Library landmark sign
Across Rexford Dr., to the west, is an existing memorial for the victims of 9/11/2001. It is a stated interest of the City Council that the 10/7 memorial shall not overshadow the 9/11 memorial and that the 10/7 memorial should be designed in keeping with the 9/11 memorial. 4 9/11 memorial across from proposed site for 10/7 memorial Design Considerations:
 The design concept should thoughtfully honor the memory of those who lost their lives in the massacre on October 7.
 The proposal may include the incorporation of an artifact from the events on October 7.
 Designs should contemplate durable materials that are suitable for permanent outdoor installation.
 Designs should account for long-term maintenance requirements and minimize vulnerabilities to weather conditions.
 Designs should be capable of withstanding public interaction.  Designs should be located closer to Rexford Drive and should take into consideration the September 11th Memorial on the west side of the street and the Beverly Hills Public Library to the north.
 The scales and proportions of the designs shall be appropriate for the designated site, fostering harmony within the context.

Budget
At this time the “all in” budget for the project is $500,000 which encompasses all associated project costs, including design, travel, fabrication, installation, protection, insurance, and any other related expenses, except as expressed below. The City’s Charitable Foundation will be undertaking a fundraising campaign to raise additional funds for the project. An updated budget for the memorial project will be available as funds are raised.

The City of Beverly Hills will be responsible for relocating the art piece “Home” as well as signage in the area, if needed. Additionally, the City will perform additional site improvements, including needed adjustments to the irrigation or electrical systems. 5 Submission Requirements:

This RFP will be published through Planetbid. Respondents must provide the following materials:

1. Hard Copies
Two bound copies of the proposal and design concept.

2. Digital Copy
One digital copy of the proposal and design concept in PDF format.

Formatting Specifications
All documents should be formatted to 8 ½ x 11 inches. Any fold-out pages, if included, must not exceed 11 x 17 inches. Digital copies should be provided on a standard USB drive.

Delivery Instructions
The hard and digital copies of the proposal and design shall be delivered in a single package and sent to:
 Beverly Hills City Hall
Policy & Management Department, 4th Floor
455 N. Rexford Dr.

Beverly Hills, CA 90210
Proposal Requirements:

1. Contact Information
Provide complete contact details for the lead contact person, including name, phone number, and email address.

2. Proposed Concept Mock-Up
Submit visual representations of your proposed design, illustrating your concept for the memorial.

3. Concept Statement
Articulate your interpretation of the memorial's purpose and significance, and explain how your proposed design aligns with the goals and values of the Memorial.

4. Artifact Integration
If you intend to incorporate an artifact related to the events of October 7, please detail your acquisition strategy and the method for relocating the artifact to the memorial site.

5. Style, Medium and integration
Describe the artistic style and materials you propose to use, emphasizing how they align with the physical and thematic elements of the memorial and the overall site. Address how the recommended materials will respond to weather conditions and interactions by the public. Describe how the design will integrate with the Library building to the north and with the 9/11 memorial to the west.

6. Relevant Experience
Provide an overview of your experience in executing projects with similar objectives and producing designs that are suitable for outdoor installations or comparable environments.

Highlight specific examples that illustrate your e.ectiveness in engaging with public spaces and collaborating with public agencies.

7. Community Engagement Experience
Please outline your relevant experience in facilitating community involvement during 6 previous projects, including methods used to gather input and integrate feedback into the design process.

8. Resume/CV
Include a current resume or CV for each member of the proposed design team.

9. Portfolio
Submit a portfolio showcasing up to 10 projects. For each piece, include a photo, title, completion date, materials used, dimensions, project location, project cost, and a brief description of the work.

10. Budget
While it is understood that a detailed budget may be di.icult to provide at this phase of the process, include an initial rough order of magnitude “all in” budget for the project.

11. References
Provide contact information for at least two professional references attesting to your professional experience and capabilities.

12. Legislative Advocate disclosure
Respondents should indicate whether they are currently or have in the past registered with the City of Beverly Hills as paid legislative advocates.

Project Timeline (subject to adjustment):

4. Mid-September through December 2025
The October 7th Memorial Committee will carefully review each of the finalists’ proposals.

Proposals will be shared with the community at one or more public meetings, where residents will be invited to provide feedback on the submissions. Following resident feedback, the October 7th Memorial Committee will select a final design to submit to the City Council for consideration.

5. Post Competition Phase
The final design may need to be developed further by an architect and will likely need to be competitively bid to select a contractor to construct the memorial. The details of the post 7 competition phase will be dependent on a number of factors, such as the design that is selected, the overall project budget that is available, etc.

Selection Criteria:

Selection of finalists from this RFP will be based on the following criteria:

1. Design
Evaluation of how well:
a. the design aligns with and fulfills the intent of the memorial as described above b. the proposal suits the overall site
c. the proposed materials will likely withstand the outdoor environment and public interaction
d. the memorial integrates with the Library space to the north e. the design works in concert with the 9/11 memorial to the west

2. Concept Statement
Quality of the concept statement in articulating the artist's views on the memorial's significance and intended impact, and the alignment of the concept with the values of the Beverly Hills community.

3. Quality of Prior Work
Assessment of artistic/design excellence, originality, and innovation as demonstrated through images and representations of past projects.

4. Relevant Experience
Demonstrated experience in creating artwork for outdoor environments or similar settings, as well as a solid record of e.ective collaboration with public agencies.

5. Community Engagement Experience
Evidence of sensitivity to the nature of the memorial and understanding of its potential impact on Beverly Hills residents. Demonstrated experience in presenting visual concepts in a public setting.

6. References
References from previous entities who have significant professional experience with the respondent(s) and their work.

Consideration may be given to the rough order of magnitude budget figures that are provided.

RFP Terms and Conditions:

1. The issuance of this RFP and receipt of proposals does not commit the City to award any Agreement. The City reserves the sole right to identify finalists and select final designs in any manner determined by the City that serves its best interests.

2. City reserves the right to cancel or revise any section of the RFP prior to the due date, and further reserves the right to extend the due date. Any cancellations or revisions to the RFP will be published on PlanetBids. If any proposer determines that an addendum unnecessarily restricts its ability to respond, it must notify the City no later than three (3) days following the receipt of the addendum.

3. The City expressly reserves the right to reject any and all proposals or to waive any irregularity or informality in any proposal or in the RFP procedure and to be the sole judge of 8 the responsibility of any proposer of the suitability of the materials and/or services to be rendered, and designs proposed.

4. No prior, current, or post award verbal conversations or agreement(s) with any o.icer, agent, or employee of the City shall a.ect or modify any terms or obligations of the RFP, or any agreement resulting from this RFP.

5. Proposers are responsible for complying with all federal, state, and local rules and regulations pertaining to this public solicitation. Proposers agree the City may, in its sole discretion, at any time prior to the execution of a final contract, accept, reject or cancel all or any part of a proposal, issue another proposal with terms and conditions similar or di.erent to those set forth above, extend any deadline and/or supplement, amend or otherwise modify the proposal.

6. By submission of a proposal, proposers acknowledge and agree that the City of Beverly Hills, as a public trust, is subject to state and local public disclosure laws and, as such, is legally obligated to disclose to the public documents, including proposals, to the extent required thereunder. Without limiting the foregoing sentence, the City's legal obligations shall not be limited or expanded.

7. The City will not reimburse proposers for any information herein requested, nor is the City liable for any costs incurred by any proposers by virtue of participation in this solicitation, with the exception of the potential fee paid to finalists to further develop designs (please refer to the Project Timeline).

Contact Information:

For any additional questions or inquiries, please contact:

Policy and Management Department, City of Beverly Hills Phone Number: (310) 285-1014
Email Address: [email protected]
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Technical / Professional Advisor for the Beverly Hills
Permanent October 7 Memorial Committee Application
Technical/Professional Advisor for the Beverly Hills Permanent October 7 Memorial Committee
Background
In response to devastating attack on the state of Israel October 7, 2023, the City of Beverly Hills seeks to create a permanent memorial to honor the lives lost in the tragic terror attack which profoundly affected our community. Toward this end, the City Council has directed the creation of an Advisory Committee (the Committee) to assist with selecting a design for the memorial.

Purpose
The purpose of this Committee is to facilitate the design selection process for the development of a permanent memorial to commemorate the victims of the October 7 attack. The Committee will review designs submitted through a request for proposal process (RFP) and select 2-4 designs to proceed through an interactive public process. Ultimately the Committee will select one design to submit to the City Council for formal consideration.

The Committee will be a 9-10 member body which will work closely with Policy and Management staff. The Committee will consist of two Councilmembers, five Council appointed members and 2-3 technical/professional advisors. This application is intended to solicit interest for the technical/professional advisor positions on the Committee. Committee appointments will be for an initial one-year term. This is a volunteer, non-paid appointment.

Helpful skills or areas of interest for Committee members may be, but are not limited to:
professional/technical expertise relating to design, curation, public art, construction, and/or architecture; ability to explain technical principles to support the Committee and its recommendations; the ability to make difficult and possibly unpopular recommendations based on the merits of the alternatives; and an interest in remembering and commemorating the tragic events surrounding October 7.

Staff Support
The City Manager, department heads, and other City staff will provide support to the Committee.

The Committee will be managed by the Policy and Management Department.

An application form for appointment to this Committee may be obtained in the City Clerk's office in Room 290 of City Hall, the City’s website at www.beverlyhills.org/applyforacommission or by calling 310.285.2400.

Operation, Staffing and Time Commitment
The Committee will meet regularly, the schedule to be determined once the Committee is established. The Committee will be supported by Policy and Management staff. Meetings will typically follow an agenda, with the Committee providing guidance to staff regarding formal recommendations to the City Council for consideration.

The presence of at least a majority of the Committee constitutes a quorum and is required to conduct a meeting and make formal recommendations. The Committee must conduct its meetings and formulate its decisions in accordance with its own set of operating rules, and with State law ("Brown Act") which requires all meetings to be open to the public. Committee meetings are televised and replayed on Beverly Hills TV. Minutes of the meetings are taken by a staff recording secretary and are typically provided in summary at the next monthly meeting.

Technical / Professional Advisor for the Beverly Hills
Permanent October 7 Memorial Committee Application
Committee members may not deliberate or participate in any discussion in which the Committee member has a financial or personal interest. The City Attorney’s Office may provide guidance to individual Committee members and staff regarding questions on a case-by-case basis.

Committee members may find that interested parties may attempt to engage them in conversation about a pending matter; it is nevertheless important for Committee members to maintain an impartial distance from those interested in issues coming before the Committee and must maintain this impartiality, sometimes in the context of impassioned pleas from their fellow residents, business colleagues, friends, and acquaintances.

Background Check
Please be advised that as part of the Committee recruitment process, finalists will be required to undergo a background check. The background check is intended to ensure that the City’s Committee members meet the highest standards and represent the City in a positive manner. As part of the background check, the following areas will be reviewed:
 Criminal Convictions
 Bankruptcies
 Lawsuits
 Suspended or Revoked Professional Licenses
 Disciplinary Actions from Professional Boards or Licensing Agencies  Social Media Posts and Affiliations
Although unfavorable information related to one or more of the above areas will not serve as grounds for automatic disqualification, any unfavorable information will be provided to the selection committee and may be relied upon in the selection process. By filing this application, you are consenting to a background check. If you do not consent to a background check, please do not file an application.

Technical / Professional Advisor for the Beverly Hills
Permanent October 7 Memorial Committee Application

TO: MAYOR AND CITY COUNCIL
I am interested in being considered for an appointment to the October 7 Permanent Memorial Committee as a technical/professional advisor.

Name:_________________________________ Email Address: ________________________ Home Address:_______________________________________Zip Code:_________________ Home Phone:________________Work Phone:__________________ Fax:_________________ Are you a resident of the City of Beverly Hills? (Yes/No):________________________________ Occupation: __________________________________________________________________ Have you ever been a paid lobbyist/legislative advocate? If so, when? ____________________________________________________________________________ Have you served on a prior commission or committee? If so, which commission(s) / committee(s)? ________________________________________________________________ ____________________________________________________________________________ Are you a licensed designer, architect, landscape architect or engineer? __________________ ____________________________________________________________________________ If so, please provide your license number.___________________________________________

1. Please list community activities you are presently involved in and activities in which you have participated in the past (including years of service). ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________

CITY OF BEVERLY HILLS
Technical/Professional Advisor for
the Beverly Hills Permanent
October 7 Memorial Committee

APPLICATION
Technical / Professional Advisor for the Beverly Hills
Permanent October 7 Memorial Committee Application
____________________________________________________________________________ ____________________________________________________________________________

2. Why do you wish to be a member of the October 7 Memorial Committee? (Specifically, why have you chosen this form of community service over the many other avenues of community service available in our community?)
____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________

3. Please describe any technical expertise (e.g. design, architecture, curation, engineering, construction, etc.) or other background information that might be useful as a Committee member (e.g. education, business or personal).
____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________

4. How do you envision Committee members being most effective in their efforts? ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ Technical / Professional Advisor for the Beverly Hills
Permanent October 7 Memorial Committee Application

5. What other commitments might cause conflicts in your scheduling for Committee meetings?
____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________

6. What does October 7 and the surrounding events mean to you? ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ Date ______________________ Signature _________________________________________ By submitting this application, you are consenting to a background check. If you do not consent, please do not file an application.

Please check one: Yes_____ No______
Completed applications may be returned to the City Clerk's Office, Room 290, 455 North Rexford Drive, Beverly Hills, CA 90210. If you have any questions, please contact the City Clerk at 310.285.2400.

IMPORTANT NOTICE
In order that we may preserve the integrity of the application and interview process, please direct all inquiries to the City Clerk or the City Manager. Please DO NOT contact the City Councilmembers regarding these appointments.

Beverly Hills City CouncilJanuary 28, 2025

Beverly Hills City Council
January 28, 2025