HomeMy WebLinkAboutItem 21 - Agreement for Children’s Interactive Exhibits for the Main Library Renovation Project 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
Page 2
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
Page 3
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
Page 1 of 9
#433759v1
CITY OF SANTA ANA
AGREEMENT WITH RAVENSWOOD STUDIO, INC., TO PROVIDE
DESIGN-BUILD SERVICES FOR LIBRARY CHILDREN’S EXHIBITS
THIS AGREEMENT is made and entered into on this 15TH day of October, 2024 by and between
Ravenswood Studio, Inc., an Illinois corporation (“Contractor”), and the City of Santa Ana, a
charter city and municipal corporation organized and existing under the Constitution and laws of
the State of California (“City”).
RECITALS
A.On August 22, 2024, the City issued Request for Proposal No. 24-107 (“RFP), by which it
sought a contractor to provide design, fabrication, and installation services for the Main
Library Children’s Area Exhibits for the development of a series of nature-themed,
interactive educational exhibits and dimensional murals that will be installed in the
Children’s Library.
B.Contractor submitted a timely and responsive proposal that was selected by the City.
Contractor represents that it is able and willing to provide the services described in the
scope of work that was included in RFP No. 24-107, which is incorporated by reference as
though fully set forth herein.
C.In undertaking the performance of this Agreement, Contractor represents that it is
knowledgeable in its field and that any services performed by Contractor under this
Agreement will be performed in compliance with such standards as may reasonably be
expected from a professional consulting firm in the field.
NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the
terms and conditions hereinafter set forth, the parties agree as follows:
1.SCOPE OF SERVICES
Contractor shall perform the services that were described in the scope of work that was
included in RFP No. 24-107 and attached herein as Exhibit A. Contractor’s proposal is
incorporated in full by reference as though fully set forth herein.
2.COMPENSATION
a.City agrees to pay, and Contractor agrees to accept as total payment for its services for
City, the rates and charges identified in Exhibit B. The total amount to be expended
during the term of this Agreement shall not exceed Nine Hundred Thirty-Seven
Thousand, Seven Hundred Eighty-Eight and 00/100 Dollars ($937,788). This amount
includes the base amount of $852,535 and a ten percent (10%) contingency amount of
$85,253 for additional services, as required in writing, and at the sole discretion of the
City.
b.Payment milestones provided in Exhibit B shall be submitted as invoices to the City
Page 2 of 9
#433759v1
for review and approval for payment, pursuant to Section 2.c., below.
c.Payment by City shall be made within forty-five (45) days following receipt of proper
invoice evidencing work performed, subject to City accounting procedures. City and
Contractor agree that all payments due and owing under this Agreement shall be made
through Automated Clearing House (ACH) transfers. Contractor agrees to execute the
City’s standard ACH Vendor Payment Authorization and provide required
documentation. Upon verification of the data provided, the City will be authorized to
deposit payments directly into Contractor’s account(s) with financial institutions.
d.Payment need not be made for work which fails to meet the standards of performance
set forth in the Recitals which may reasonably be expected by City.
3.TERM
This Agreement shall commence on the date first written above with a term until December
31, 2026 with the option for the City to grant up to a one-year renewal, exercisable by a writing
by the City Manager and the City Attorney, unless terminated earlier in accordance with Section
15, below.
4.INDEPENDENT CONTRACTOR
Contractor shall, during the entire term of this Agreement, be construed to be an
independent Contractor and not an employee of the City. This Agreement is not intended nor shall
it be construed to create an employer-employee relationship, a joint venture relationship, or to
allow the City to exercise discretion or control over the professional manner in which Contractor
performs the services which are the subject matter of this Agreement; however, the services to be
provided by Contractor shall be provided in a manner consistent with all applicable standards and
regulations governing such services. Contractor shall pay all salaries and wages, employer's social
security taxes, unemployment insurance and similar taxes relating to employees and shall be
responsible for all applicable withholding taxes.
5.OWNERSHIP OF MATERIALS
This Agreement creates a non-exclusive and perpetual license for City to copy, use,
modify, reuse, or sublicense any and all copyrights, designs, and other intellectual property
embodied in plans, specifications, studies, drawings, estimates, and other documents or works of
authorship fixed in any tangible medium of expression, including but not limited to, physical
drawings or data magnetically or otherwise recorded on computer diskettes, which are prepared or
caused to be prepared by Contractor under this Agreement (“Documents & Data”). Contractor
shall require all subcontractors to agree in writing that City is granted a non-exclusive and
perpetual license for any Documents & Data the subcontractor prepares under this Agreement.
Contractor represents and warrants that Contractor has the legal right to license any and all
Documents & Data. Contractor makes no such representation and warranty in regard to
Documents & Data which were provided to Contractor by the City. City shall not be limited in
any way in its use of the Documents and Data at any time, provided that any such use not within
Page 3 of 9
#433759v1
the purposes intended by this Agreement shall be at City’s sole risk.
6. INSURANCE
Prior to undertaking performance of work under this Agreement, Contractor shall maintain
and shall require any subcontractors to obtain and maintain insurance as described below for the
entire Term of this Agreement against claims for injuries to persons or damage to property which
may arise from or in connection with services, products and materials supplied to City. Total cost
of such insurance shall be borne by Contractor.
a. Minimum Scope and Limit of Insurance
(1) Commercial General Liability (CGL). Insurance Services Office (“ISO”)
Form CG 00 01 covering CGL on an “occurrence” basis, including products
and completed operations, property damage, bodily injury and personal &
advertising injury with limits no less than $2,000,000 per occurrence and
$4,000,000 aggregate. Required policy limits can be met with primary and
umbrella/excess insurance policies.
(2) Automobile Liability (AL). ISO Form Number CA 00 01 covering Code 1
(any auto), with limits no less than $1,000,000 combined single limits. In the
event Contractor does not maintain commercial automobile liability insurance,
City will accept evidence of personal automobile insurance.
(3) Workers’ Compensation. As required by the State of California, with
Statutory Limits, and Employer’s Liability Insurance with limit of no less than
$1,000,000 per accident, policy or employee, for bodily injury or disease.
Coverage is not required if Contractor has no employees and signs request to
waive such insurance.
(4) Professional Liability Insurance: with limits no less than $1,000,000 per
occurrence or claim, and $2,000,000 aggregate.
(5) Broader Coverage. If the Contractor maintains broader coverage and/or
higher limits than the minimums shown above, the City requires and shall be
entitled to the broader coverage and/or the higher limits maintained by the
Contractor. Any available insurance proceeds in excess of the specified
minimum limits of insurance and coverage shall be available to the City.
b. Self-Insured Retentions. Self-insured retentions must be declared to and
approved by City. At the option of City, Contractor shall cause its insurer(s) to
reduce or eliminate such self-insured retentions as respects City, its City Council,
officers, officials, employees, agents and volunteers; or Contractor shall provide a
financial guarantee satisfactory to City guaranteeing payment of losses and related
investigations, claim administration, and defense expenses.
c. Other Insurance Provisions
Page 4 of 9
#433759v1
The above required insurance policies are to contain or be endorsed to contain the
following provisions:
(1) Additional Insured Status. The City, its officers, officials, employees, and
volunteers are to be covered as additional insureds on the CGL, AL, and
Professional Liability policies with respect to liability arising out of work or
operations performed by or on behalf of the Contractor including materials,
parts, or equipment furnished in connection with such work or operations.
(2) Waiver of Subrogation. Contractor’s insurance company(ies) agree(s) to
waive all rights of subrogation against City, its City Council, its officers,
officials, employees, agents, and volunteers for losses paid under the terms of
any policy which may arise from work performed by Contractor under this
Agreement. This provision applies regardless of whether or not the City has
received a waiver of subrogation endorsement from the insurer.
(3) Primary Coverage. For any claims related to this contract, the Contractor’s
insurance coverage shall be primary and any insurance or self-insurance
maintained by City, its City Council, its officers, officials, employees, or
volunteers shall be excess of the Contractor’s insurance and shall not contribute
with it.
(4) Severability of Interest (Cross-Liability). A severability of interest provision
must apply for all the additional insureds, ensuring that Contractor’s insurance
shall apply separately to each insured against whom a claim is made or suit is
brought, except with respect to the insurer’s limits of liability.
(5) Notice of Cancellation. Insurance policy(ies) herein shall provide that
coverage shall not be canceled, suspended, voided, reduced in coverage or in
limits, non-renewed by the carrier, or materially changed except after thirty (30)
days prior written notice has been given to City. Ten (10) days prior written
notice shall be provided to City for policy cancellation or non-renewal due to
non-payment.
(6) Certificate Holder. The Certificate Holder on each Evidence of the Insurance
certificate shall be: City of Santa Ana, Attention: Risk Management Division,
20 Civic Center Plaza, Santa Ana, CA 92701. The name and location of project
must be included in the Description of Operations section of each certificate.
d. Self-Insured Retentions. Self-insured retentions must be declared to and
approved by the City. The City may require the Contractor to purchase coverage
with a lower retention or provide proof of ability to pay losses and related
investigations, claim administration, and defense expenses within the retention.
Page 5 of 9
#433759v1
e. Acceptability of Insurers. Insurance is to be placed with insurers authorized to
conduct business in the state with a current A.M. Best’s rating of no less than
A:VII, unless otherwise acceptable to the City.
f. Verification of Coverage. Contractor shall furnish the City with original
Certificates of Insurance including all required amendatory endorsements (or copies
of the applicable policy language effecting coverage required by this clause) and a
copy of the Declarations and Endorsement Page of the CGL policy listing all policy
endorsements to City before work begins. However, failure to obtain the required
documents prior to the work beginning shall not waive the Contractor’s obligation to
provide them.
The City reserves the right to require complete, certified copies of all required
insurance policies, including endorsements required by these specifications, at any
time.
g. Special Risks or Circumstances. City reserves the right to modify these
requirements, including limits, based on the nature of the risk, prior experience,
insurer, coverage, or other special circumstances.
7. INDEMNIFICATION
Contractor agrees to defend, and shall indemnify and hold harmless the City, its officers,
agents, employees, contractors, special counsel, and representatives from liability: (1) for personal
injury, damages, just compensation, restitution, judicial or equitable relief arising out of claims for
personal injury, including death, and claims for property damage, which may arise from the
negligent operations of the Contractor, its subcontractors, agents, employees, or other persons
acting on its behalf which relates to the services described in section 1 of this Agreement; and (2)
from any claim that personal injury, damages, just compensation, restitution, judicial or equitable
relief is due by reason of the terms of or effects arising from this Agreement. This indemnity and
hold harmless agreement applies to all claims for damages, just compensation, restitution, judicial
or equitable relief suffered, or alleged to have been suffered, by reason of the events referred to in
this Section or by reason of the terms of, or effects, arising from this Agreement. The Contractor
further agrees to indemnify, hold harmless, and pay all costs for the defense of the City, including
fees and costs for special counsel to be selected by the City, regarding any action by a third party
challenging the validity of this Agreement, or asserting that personal injury, damages, just
compensation, restitution, judicial or equitable relief due to personal or property rights arises by
reason of the terms of, or effects arising from this Agreement. City may make all reasonable
decisions with respect to its representation in any legal proceeding. Notwithstanding the foregoing,
to the extent Contractor’s services are subject to Civil Code Section 2782.8, the above indemnity
shall be limited, to the extent required by Civil Code Section 2782.8, to claims that arise out of,
pertain to, or relate to the negligence, recklessness, or willful misconduct of the Contractor.
8. INTELLECTUAL PROPERTY INDEMNIFICATION
Contractor shall defend and indemnify the City, its officers, agents, representatives, and
Page 6 of 9
#433759v1
employees against any and all liability, including cost s, for infringement of any United States’
letters patent, trademark, or copyright infringement, including costs, contained in the work product
or documents provided by Contractor to the City pursuant to this Agreement.
9. RECORDS
Contractor shall keep records and invoices in connection with the work to be performed
under this Agreement. Contractor shall maintain complete and accurate records with respect to
the costs incurred under this Agreement and any services, expenditures, and disbursements
charged to the City for a minimum period of three (3) years, or for any longer period required by
law, from the date of final payment to Contractor under this Agreement. All such records and
invoices shall be clearly identifiable. Contractor shall allow a representative of the City to
examine, audit, and make transcripts or copies of such records and any other documents created
pursuant to this Agreement during regular business hours. Contractor shall allow inspection of all
work, data, documents, proceedings, and activities related to this Agreement for a period of three
(3) years from the date of final payment to Contractor under this Agreement.
10. CONFIDENTIALITY
If Contractor receives from the City information which due to the nature of such
information is reasonably understood to be confidential and/or proprietary, Contractor agrees that
it shall not use or disclose such information except in the performance of this Agreement, and
further agrees to exercise the same degree of care it uses to protect its own information of like
importance, but in no event less than reasonable care. “Confidential Information” shall include all
nonpublic information. Confidential information includes not only written information, but also
information transferred orally, visually, electronically, or by other means. Confidential
information disclosed to either party by any subsidiary and/or agent of the other party is covered
by this Agreement. The foregoing obligations of non-use and nondisclosure shall not appl y to any
information that (a) has been disclosed in publicly available sources; (b) is, through no fault of the
Contractor disclosed in a publicly available source; (c) is in rightful possession of the Contractor
without an obligation of confidentiality; (d) is required to be disclosed by operation of law; or (e)
is independently developed by the Contractor without reference to information disclosed by the
City.
11. CONFLICT OF INTEREST CLAUSE
Contractor covenants that it presently has no interests and shall not have interests, direct or
indirect, which would conflict in any manner with performance of services specified under this
Agreement.
12. NON-DISCRIMINATION
Contractor shall not discriminate because of race, color, creed, religion, sex, marital status,
sexual orientation, gender identity, gender expression, gender, medical conditions, genetic
information, or military and veteran status, age, national origin, ancestry, o r disability, as defined
and prohibited by applicable law, in the recruitment, selection, teaching, training, utilization,
Page 7 of 9
#433759v1
promotion, termination or other employment related activities or any services provided under this
Agreement. Contractor affirms that it is an equal opportunity employer and shall comply with all
applicable federal, state and local laws and regulations.
13. EXCLUSIVITY AND AMENDMENT
This Agreement represents the complete and exclusive statement between the City and
Contractor, and supersedes any and all other agreements, oral or written, between the parties. In
the event of a conflict between the terms of this Agreement and any attachments hereto, the terms
of this Agreement shall prevail. This Agreement may not be modified except by written instrument
signed by the City and by an authorized representative of Contractor. The parties agree that any
terms or conditions of any purchase order or other instrument that are inconsistent with, or in
addition to, the terms and conditions hereof, shall not bind or obligate Contractor or the City. Each
party to this Agreement acknowledges that no representations, inducements, promises or
agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any
party, which is not embodied herein.
14. ASSIGNMENT
Inasmuch as this Agreement is intended to secure the specialized services of Contractor,
Contractor may not assign, transfer, delegate, or subcontract any interest herein without the prior
written consent of the City and any such assignment, transfer, delegation or subcontract without
the City's prior written consent shall be considered null and void. Nothing in this Agreement shall
be construed to limit the City’s ability to have any of the services which are the subject to this
Agreement performed by City personnel or by other Contractors retained by City.
15. TERMINATION
This Agreement may be terminated by the City upon thirty (30) days written notice of
termination. In such event, Contractor shall be entitled to receive and the City shall pay Contractor
compensation for all services performed by Contractor prior to receipt of such notice of
termination, subject to the following conditions:
a. As a condition of such payment, the Executive Director may require Contractor to
deliver to the City all work product(s) completed as of such date, and in such case
such work product shall be the property of the City unless prohibited by law, and
Contractor consents to the City's use thereof for such purposes as the City deems
appropriate.
b. Payment need not be made for work which fails to meet the standard of
performance specified in the Recitals of this Agreement.
16. WAIVER
No waiver of breach, failure of any condition, or any right or remedy contained in or
granted by the provisions of this Agreement shall be effective unless it is in writing and signed by
the party waiving the breach, failure, right or remedy. No waiver of any breach, failure or right, or
Page 8 of 9
#433759v1
remedy shall be deemed a waiver of any other breach, failure, right or remedy, whether or not
similar, nor shall any waiver constitute a continuing waiver unless the writing so specifies.
17. JURISDICTION - VENUE
This Agreement has been executed and delivered in the State of California and the validity,
interpretation, performance, and enforcement of any of the clauses of this Agreement shall be
determined and governed by the laws of the State of California. Both parties further agree that
Orange County, California, shall be the venue for any action or proceeding that may be brought or
arise out of, in connection with or by reason of this Agreement.
18. PROFESSIONAL LICENSES
Contractor shall, throughout the term of this Agreement, maintain all necessary licenses,
permits, approvals, waivers, and exemptions necessary for the provision of the services hereunder
and required by the laws and regulations of the United States, the State of California, the City of
Santa Ana and all other governmental agencies. Contractor shall notify the City immediately and
in writing of its inability to obtain or maintain such permits, licenses, approvals, waivers, and
exemptions. Said inability shall be cause for termination of this Agreement.
19. NOTICE
Any notice, tender, demand, delivery, or other communication pursuant to this Agreement
shall be in writing and shall be deemed to be properly given if delivered in person or mailed by
first class or certified mail, postage prepaid, or sent by fax or other telegraphic communication in
the manner provided in this Section, to the following persons:
To City:
City Clerk
City of Santa Ana
20 Civic Center Plaza (M-30)
P.O. Box 1988
Santa Ana, CA 92702-1988
Fax: 714- 647-6956
With courtesy copies to:
Library Services Director
City of Santa Ana
20 Civic Center Plaza
P.O. Box 1988
Santa Ana, California 92702
To Contractor:
Ravenswood Studio, Inc.
Attn: Mark Ewing, COO
6900 N. Central Park Ave.
Lincolnwood, IL 60712
Page 9 of 9
#433759v1
A party may change its address by giving notice in writing to the other party. Thereafter,
any communication shall be addressed and transmitted to the new address. If sent by mail,
communication shall be effective or deemed to have been given three (3) days after it has been
deposited in the United States mail, duly registered or certified, with postage prepaid, and
addressed as set forth above. If sent by fax, communication shall be effective or deemed to have
been given twenty-four (24) hours after the time set forth on the transmission report issued by the
transmitting facsimile machine, addressed as set forth above. For purposes of calculating these
time frames, weekends, federal, state, County or City holidays shall be excluded.
20.MISCELLANEOUS PROVISIONS
a.Each undersigned represents and warrants that its signature herein below has the
power, authority and right to bind their respective parties to each of the terms of
this Agreement, and shall indemnify City fully, including reasonable costs and
attorney’s fees, for any injuries or damages to City in the event that such authority
or power is not, in fact, held by the signatory or is withdrawn.
b.All Exhibits referenced herein and attached hereto shall be incorporated as if fully
set forth in the body of this Agreement.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first
above written.
ATTEST: CITY OF SANTA ANA
Jennifer L. Hall Alvaro Nuñez
City Clerk City Manager
APPROVED AS TO FORM:
SONIA R. CARVALHO CONTRACTOR:
City Attorney
By:
Brandon Salvatierra
Deputy City Attorney
RECOMMENDED FOR APPROVAL:
Brian Sternberg
Executive Director
Library Services Agency
Mark Ewing
Chief Operating Officer
EXHIBIT A
SCOPE OF SERVICES
CITY OF SANTA ANA
Contractor shall perform services as set forth below for approved conceptual designs.
1.Contractor shall furnish all expertise, labor, supervision, materials, equipment, and resources to
provide complete services for this project. The work shall be conducted in coordination and
collaboration with City staff, the architect, construction manager, general contractor, and other
stakeholders.
2.Attend informational meetings with the City and architect to understand the overall Library design
and function
3. Provide concept narrative and preliminary budget based on concept drawings
4.Prepare conceptual and final design drawings/renderings for all elements including exhibit lighting
and infrastructure requirements
5.Prepare renderings and/or models illustrating key components of the exhibits
6.Provide design and fabrication schedule
7.Provide production-ready art files
8.Coordinate client review of illustration art and graphic designs, including facilitation of feedback with
the City
9.Provide fabrication of exhibits, including use of materials and design that provides for longevity and
reasonable maintenance needs
10.Provide delivery and installation of exhibits and testing to ensure all exhibits function as intended
11.Ensure coordination of exhibits with general contractor for all construction work to be performed in
the Children’s Area
12.Provide a complete set of shop drawings for all fabricated elements and as-builts if required by
changes during fabrication
13.Provide one month or more (if needed) of storage should there be delays in facility completion after
fabrication begins
14.Provide final walkthrough inspection with City and stakeholders
15. Provide post installation support, long-term maintenance manuals/schedules, and warranty of
product
Note: Construction of the overall tenant improvement project is expected to be complete in March 2026.
Contractor should anticipate completing design by early 2025, with installation of Children’s Exhibits
occurring on or about January/February 2026. All dates are tentative and subject to change.
EXHIBIT I
SCOPE OF SERVICES
RFP 24-107 MAIN LIBRARY CHILDREN'S EXHIBITS Page 17 of 40
CITY OF SANTA ANA
A. Area 1: Elementary
1. Spinning Gears Interactive
This exhibit should offer theme and age-appropriate interactive gears that children can spin with
the goal of developing fine and gross motor skills. Using clear plexiglass surfaces, children will
gain an understanding of how gears turn and simple machines operate.
2. Interactive Matching Game
This exhibit should offer interactive ways for children and families to correctly match garden and
animal related pictures and themes or invent new combinations. Activities may use rotating discs
to match pictures of different animals as they develop through their life cycles.
3. Nature-Themed Interactive Light Game
Exhibit to be modeled after the Simon game, with light up buttons. Children can learn to repeat
patterns and challenge their memory.
4. Magnetic Word Activity
Exhibit should be designed with the intent of promoting imagination, literacy and an interest in
writing, while connecting with the garden and nature themed space. Children and caregivers will
utilize magnetized words and/or letters to express themselves while in close proximity to books
and other library materials.
5. Create-A-Character
Exhibit should include stacked blocks that can be spun to create different characters related to the
overall garden and nature theme. Similar to the matching game, this exhibit allows children to
explore different combinations of shapes, patterns and designs that assist in developing both logic
skills and creativity at once.
B. Area 2: Toddlers & Infants
1. Interactive Toddler and Infant Activity Area
A variety of exhibits and spaces that include developmentally appropriate learning activities:
a. Specialized seating nooks that are safe for small children
b. Safe/padded crawling and play areas developed specifically for toddlers and infants that help
immerse children within the themed environment.
c. Opportunities to learn about colors and shapes, especially those that appear in gardens and
nature frequently.
d. Additional opportunities for the use of magnets to create or “plant” a garden.
EXHIBIT I-A
EXHIBIT DESCRIPTION
RFP 24-107 MAIN LIBRARY CHILDREN'S EXHIBITS Page 18 of 40
CITY OF SANTA ANA
C. Zone 3: Multigenerational
1. Rube Goldberg Inspired Ball Run Interactive
Incorporates design elements relating to the garden and nature theming of the space. Children will
use this ball run to learn about nature while also gaining an understanding of STEM principles such
as the conservation of energy and momentum, and how forces are important in engineering. The
exhibit will operate by twisting a series of moving knobs or handles that allow children and people
of all ages to choose various paths to explore.
2. Themed Endcaps
Interactive play opportunities mounted to the ends of children’s shelving units that utilize small-
scale learning activities that compliment the overall theme of the space.
3. STREAM Activity Table
This custom table is designed to support numerous uses: from a platform for building activities, to
a writing surface, to an all-purpose children’s makerspace table, this specialized table will become
an area of creativity and imagination. The unique form and attractive design will draw
multigenerational usage and encourage collaboration and facilitate STREAM learning.
4. Boat Exhibit
This exhibit will consist of a large boat for children to engage in imaginative play, STEM learning,
and the development of fine and gross motor skills. The concept of the boat will be such that
children and their caretakers can imagine that they are navigating a ship down a river while
exploring their natural surroundings.
RFP 24-107 MAIN LIBRARY CHILDREN'S EXHIBITS Page 19 of 40
EXHIBIT B
COMPENSATION
Fee Proposal including hourly rates if applicable
City Of Santa Ana - Library Services Agency
Santa Ana Library
1 | Design Detailing
• Luci Creative will work with Ravenswood Studio through installation of the Santa Ana Library
Children’s Area play and theming to ensure effective translation from design intent to
fabrication.
• See attached SOW from Luci Creative for added breakdown of Fee and Reimbursable Allowance
2 | 1.1 Spinning Gears Interactive
• One Spinning Gears Interactive with a rounded top, overall size approx. 3'-8 9/16" wide x 7'-2
5/8" high. Flat wheel to spin total of four gears with the top sun comprised of two layers with
the face being stationary. Painted finish on gears, clear acrylic cover as rendered. Includes
prototyping time for wheel size as needed. Total of 2 printed graphics on acrylic, three printed
graphics on 1/2" ply or Apple ply.
NOTE: Acrylic is priced as standard for cost and availability.
3 | 1.2 Image Dial Match
• One 1'-6" diameter and one 1'-5/8" diameter wood discs stacked on top of each other with printed
insects to be mounted on the facility wall. Each disk will spin independently and include visible
fasteners.
4 | 1.3 Butterfly Interactive
• One butterfly interactive approx. 4' wide x 2'-10 3/8" high x 2" thick approx. with several
layers of stacked Apply ply or similar with a painted finish and sides. Unit will have four large
light-up buttons embedded in the "wings" that will light up in a pattern and challenge
participants to replicate the pattern similar to the popular, 'Simon' game.
5 | 1.4 Magnetic Words & Book Shelving
• One unit with two curved walls overall size 13'-6 13/16" wide x 6' high x 10" deep with a
clear-coated plywood on face, green paint on sides, three book alcoves with a mint-green
Valchromat composition with 2" deep stacked plywood framing painted a darker green.
• One updatable frame for 8.5" x 11" with print paper mounted on the wall;
• One right side wall quadrant 6'-8 1/2" wide to be a magnetic surface with green color;
• Fifty magnetic strips printed with a printed word in three languages, each approx. 5" wide x 1"
high.
• Three sets of spare magnets
6 | 1.5 Build-A-Character
• One unit overall 1'-10 1/8" wide x 1'-7 1/8" deep x 4'-2" high to contain four 10" cubes with
individual printed illustrations on all 4 side faces of each block. Top and bottom caps to have
radiused corners with a natural plywood and clear coat. Includes center shaft and internal
resistance so cubes won't spin freely. Includes prototyping time.
$103,865.00
$34,135.00
$8,680.00
$20,525.00
$30,000.00
$26,660.00
9/13/2024
6900 N. Central Park Avenue, Lincolnwood, IL 60712 | P: (847) - 679 - 2800 | F: (847) - 679 - 2805 9/13/2024 | P.2
7 | 1.6 Growing Garden Bench
• One padded bench approx. 6' wide x 1'-9" deep x 1'-6" deep with a padded vinyl cushion,
clear-coated plywood side of bench;
• Two vinyl printed and applied graphics per matrix
8 | 1.7 Dimensional Appliques
• Twenty eight CNCed and printed graphics on Apply ply or 1/2" plywood.
• Includes fabrication of wall unit behind elements 1.1, 1.2, 1.3, and 1.5.
9 | 2.1 Color Wheels Interactive
• One Color Wheel Interactive unit approx. 14'-10" long x 7" deep x 4" high with clear coated
plywood construction, clear acrylic face and backing panel, lighting allowance, three 2'-4" color
wheels with printed gradient on clear acrylic and a solid backer, knob with some internal
resistance, prototyping time.
• Thirteen graphics - four prints on acrylic, balance to be hand painted.
NOTE: All elements to be under 5'-0" to avoid structural review.
10 | 2.2 Build-A-Garden Interactive
• Forty eight contour-cut direct prints on vinyl magnets of varying sizes.
• Metal backing wall panels with stem and leaf art to provide starting point for magnet
placement
• Three sets of spare magnets
11 | 2.3 Bunny Nook
• One bunny seating nook approx. 5'-6" wide x 2' deep x 6'-6" high with a 2" thick vinyl-wrapped
cushion bottom half of bench with painted curve on top half. This is a change for durability and
installation of the vinyl cushion.
12 | 2.4 Sapling Crawler
• One giant tree sapling with a base crawling area. with a tree structure approx. 7'-2 1/4" high
with six buy-out leaves, base round platform approx. 6" high with buy-out foam platforms, ramps
stairs. Base to include 10 (4 implemented at a time) textured pads;
• Two hand-painted graphics.
Note: 12 - 14 week lead time for the HABA leaves.
Note: Replacement for HABA flooring elements to be selected during fabrication as designed
elements have been discontinued.
Note: Does not include engineering review. If final design requires engineering review this will
be handeled as a CO with costs based on the final design.
13 | 2.5 Dimensional Murals
• Nine hand-painted, CNCed graphics on 1/2" Apply ply or plywood.
• Arches of sealed raw plywood or painted finish applied to facility wall.
14 | 3.1 STREAM Activity Table
• One stream table with plywood construction and clear coat, black toe kick, two locking side
doors, up light table top with milk acrylic face, Lego partitions atop milk acrylic that can be
removed as needed. Overall size is 7'-8" wide x 3'-5 1/4" deep x 2'-9" high with black toe kick.
$22,450.00
$29,010.00
$6,335.00
$61,640.00
$55,315.00
$10,235.00
$19,155.00
$48,750.00
6900 N. Central Park Avenue, Lincolnwood, IL 60712 | P: (847) - 679 - 2800 | F: (847) - 679 - 2805 9/13/2024 | P.3
15 | 3.2 Play Boat
• One 2-part boat with the stern at 2'-3 7/16" wide x 4'-7 5/8" wide x 3'-4" high with painted
plywood and curved structure as rendered. Includes sensory wall panels. Bow to be 3'-10 1/4"
wide x 4'-7 5/8" wide x 5'-1/2" high with CNCed figurehead, two wheels, halo with switches, levers
and buttons in natural plywood. Top mast to be brown and green painted with CNCed plywood
construction;
• Two CNCed and hand-painted graphics on 1/2" ply or Apple ply.
Note: Does not include engineering review. If final design requires engineering review this will
be handeled as a CO with costs based on the final design.
16 | 3.3 Burrow Ball Run Interactive
• Ball run Interactive budget per design;
• Three hand-painted graphics on 1/2" ply or Apply ply; one large graphic applied to acrylic.
Note: Does not include engineering review. If final design requires engineering review this will
be handeled as a CO with costs based on the final design.
17 | 3.4 Themed End Caps
• Budget for buy-out HABA or similar wall panel interactives.
18 | 3.5 Dimensional Appliques
• Thirty five graphics to be CNCed and hand painted on 1/2" ply or Apple ply and mounted to
exhibitry.
19 | Site Survey
• Site survey to confirm existing conditions.
20 | Trucking
• Dedicated trucking including return shipment for tools and equipment.
• Client will be charged actuals at no mark up.
21 | Performance Bond
• Performance Bond per project requirements.
22 | Project Assumptions
• This proposal is based on project completion by the end of Q1 2026. See detailed project
schedule for specific completion date. Extending the project completion past this date may incur
labor or material escalation costs.
• The provided schedule is tentative and must be confirmed and aligned to the facility
construction schedule that currently has a March 10, 2026 completion date. This will allow for
Fabrication to complete in time for a coordinated installation when the facility is ready to
accept materials for installation. We are prepared to move the Project Completion date to align
with the facility construction schedule.
• In the event that, after Fabrication begins, there are delays in facility readiness that require
the exhibit materials to be stored for more than 1 month before installation, storage charges may
be billed to the project.
• This proposal includes a complete set of shop drawings for all fabricated elements and as-builts
if required by changes during fabrication.
• At the conclusion of installation, an Operations and Maintenance manual will be provided and
staff training as part of project closeout.
PROPOSAL TOTAL:
Proposal Total:
$3,600.00
$13,500.00
$12,500.00
$0.00
$70,775.00
$222,450.00
$4,205.00
$48,750.00
$852,535.00
6900 N. Central Park Avenue, Lincolnwood, IL 60712 | P: (847) - 679 - 2800 | F: (847) - 679 - 2805 9/13/2024 | P.4
Payment Terms:
Down Payment:Due upon signed proposal
Fabrication Start Due upon start of fabrication
Fab Progress Due upon 50% fabrication complete
Fab Progress Due upon 75% fabrication complete
Fab Complete Due upon Fabrication complete and prep for shipping
Final Payment:At project completion
Project: Santa Ana Library
Client Acceptance & Approval: Ravenswood Acceptance & Approval:
Michael Shapiro - President, Ravenswood Studio, Inc.
Title Date
Date
PO Number
Bid#:102-9753
Other Estimator:mark@ravenswoodstudio.com
Deposits and final payments should be submitted to:
Ravenswood Studio 6900 N. Central Park Ave., Lincolnwood, IL 60712
Electronic Payments use Account #: 3806399278 | Routing # (ACH): 071925444 | Routing # (W/T): 071925444 | Wintrust Bank
10%$85,253.50
20%$170,507.00
9/13/2024
20%$170,507.00
10%$85,253.50
20%$170,507.00
20%$170,507.00
6900 N. Central Park Avenue, Lincolnwood, IL 60712 | P: (847) - 679 - 2800 | F: (847) - 679 - 2805 9/13/2024 | P.5
See Agreement signature block
City of Santa Ana Agreement_Ravenswood
Studios (10.15.24 CCM) UNSIGNED
Final Audit Report 2024-09-24
Created:2024-09-23
By:Dylan Dario (ddario@santa-ana.org)
Status:Signed
Transaction ID:CBJCHBCAABAAcTy0oa9ijzQJXEIagNfMTR4Q4N2gcyJ7
"City of Santa Ana Agreement_Ravenswood Studios (10.15.24
CCM) UNSIGNED" History
Document created by Dylan Dario (ddario@santa-ana.org)
2024-09-23 - 3:01:45 PM GMT
Document emailed to Brian Sternberg (bsternberg@santa-ana.org) for signature
2024-09-23 - 3:01:51 PM GMT
Email viewed by Brian Sternberg (bsternberg@santa-ana.org)
2024-09-23 - 6:27:14 PM GMT
Document e-signed by Brian Sternberg (bsternberg@santa-ana.org)
Signature Date: 2024-09-23 - 6:28:04 PM GMT - Time Source: server
Document emailed to Mark Ewing (mark@ravenswoodstudio.com) for signature
2024-09-23 - 6:28:06 PM GMT
Email viewed by Mark Ewing (mark@ravenswoodstudio.com)
2024-09-24 - 12:40:31 PM GMT
Document e-signed by Mark Ewing (mark@ravenswoodstudio.com)
Signature Date: 2024-09-24 - 12:46:33 PM GMT - Time Source: server
Agreement completed.
2024-09-24 - 12:46:33 PM GMT