Library
www.santa-ana.org/library
Item # 21
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
October 15, 2024
TOPIC: Children’s Interactive Exhibits for the Main Library Renovation Project
AGENDA TITLE
Agreement with Ravenswood Studio, Inc. to Custom Fabricate, Deliver, and Install Children’s Interactive Exhibits for the Main Library Renovation Project (Specification No. 24-107) (Project No. 25-1380) (General Fund)
RECOMMENDED ACTION
Authorize the City Manager to execute an agreement with Ravenswood Studio, Inc. to provide custom fabrication, delivery, and installation of children’s interactive exhibits for the Main Library Transformation Project, in the amount of $852,535, plus a 10% contingency amount of $85,253, for a total amount not to exceed $937,788, for a term expiring December 31, 2026, with a provision for one 1-year extension (Agreement No.
A-2024-XXX).
GOVERNMENT CODE §84308 APPLIES: Yes
DISCUSSION
The Santa Ana Public Library is being reimagined as a destination for hands-on, interactive programming for the entire family. A key element of this transformation is ensuring that children in the community have opportunities to learn through play beginning at a very young age. Therefore, as part of the Main Library Transformation Project, the Library Services Agency will install a variety of custom museum-style exhibits in the Children’s Area. The exhibits will have multi-generational appeal to children and caregivers of all ages. Families will have the ability to engage with an immersive, garden-themed environment that includes spinning gears, matching dials, sensory crawling areas, spinning blocks, light-up memory games, magnetic words, STREAM activity table, an imaginative play boat, dimensional wall murals, and a Rube Goldberg inspired ball run interactive.
To ensure the exhibits are designed, fabricated, and installed to meet the City and community’s needs, Request for Proposals (RFP) No. 24-107 was issued on August 22, 2024 on the City’s online bid management and publications system.
Children’s Interactive Exhibits for the Main Library Renovation Project October 15, 2024
4 6
0 6
A summary of vendor participation and results is as follows:
2,240 Vendors notified
3 Santa Ana vendors notified
63 Vendors downloaded the RFP packet
4 Proposals received
0 Proposals received from Santa Ana vendors
Proposals were solicited, opened on September 5, 2024, and evaluated. Four proposals were submitted by the RFP deadline and two were determined to be responsive to the specifications and City’s requirements. The proposals submitted by Formula D, LLC and S2 Associates Inc. were deemed non-responsive as they did not include all required documentation.
Based on the criteria outlined in the RFP, the following summarizes the responding firms and their rankings:
The selected Proposer demonstrated a wide breadth of creative design work and experience related to children’s exhibits; provided examples of unique and innovative large-scale exhibit installations completed specifically for public libraries; and included exceptional references from a diverse set of clients that included a public library, science center, and children’s museum.
Following Council approval, Ravenswood Studio, Inc. will proceed with design detailing and fabrication to ensure that installation of the exhibits coordinates appropriately with the overall construction schedule. The Library Services Agency requests the provision to extend the agreement for one additional year after the initial contract term in the case of any unforeseen construction or exhibit installation delays.
Construction of the Main Library Renovation Project is anticipated to be complete in April 2026.
ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.
FISCAL IMPACT
Funding for Project No. 22-1380 was appropriated in the prior fiscal year and was presented to City Council as part of the City’s carry forward of unspent amounts from FY 2023-24 to FY 2024-25. Any remaining balances not expended at the end of the fiscal year will be presented to the City Council for approval of carry-overs to FY 2025- Firm Location Rank
Ravenswood Studio, Inc. Lincolnwood, IL 1
EXP Studios Providence, RI 2
Children’s Interactive Exhibits for the Main Library Renovation Project October 15, 2024
4 6
0 6
26. Part of the available budget will be reallocated from Project No. 22-1380 to Project No. 25-1380 to fund this contract.
The proposed contract authorizes staff a maximum of 10% in contingencies for change orders. Staff will return to the City Council for authorization and appropriation of additional contingency if necessary.
Fiscal Year Accounting
Unit-Account #
Fund
Description
Accounting Unit,
Account Description Amount
2024-2025
(25-1380)
01111017-
66200 General Fund
Library Service
Enhancement,
Buildings & Building
Improvements
$937,788
EXHIBIT(S)
1. Agreement with Ravenswood Studio, Inc.
Submitted By: Brian Sternberg, Executive Director of Library Services Approved By: Alvaro Nuñez, City Manager