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HomeMy WebLinkAboutItem 8.3 Freeway Art Consultant CITY CLERK FILE # 0600-30 AGENDA STATEMENT CITY COUNCIL MEETING DATE: September 5, 2000 SUBJECT: Consultant Services - Freeway Underpass Art Project Report Prepared by Bonnie Leonard, Recreation Supervisor ATTACHMENTS: 1. Agreement RECOMMENDATION: 1. Approve Agreement Authorize Mayor to Execute Agreement Approve formation of an Art Selection Committee and authorize Staff to solicit representatives FINANCIAL STATEMENT: The estimated cost for consultant services is $44,095 DESCRIPTION: One of the high priority City Council goals is to "Fund Freeway Underpass Art at Dublin Boulevard and Amador Valley Boulevard." At the May 2, 2000 meeting the City Council conceptually approved the freeway underpass project as proposed by the Heritage and Cultural Arts Commission and directed Staff to prepare a project for inclusion in the 2000 - 2005 Capital Improvement Program. THE PROJECT The artwork as proposed by the Heritage and Cultural Arts Commission and conceptually approved by the City Council includes a variety of mixed media to include paint, painted design, tile and molded concrete. The artwork, if permitted by Caltrans, would be applied to both the approaches and the underpasses. It is anticipated that the artwork would be designed and submitted to Caltrans Transportation Art Review Committee for review and permitting in Fiscal Year 2000-2001. The artwork would be fabricated and installed in Fiscal Year 200t-2002. In addition to the artwork, the Freeway Underpass Art Project includes enhanced lighting in the area of the underpass. A separate project in the CIP also provides for sidewalk reconstruction undemeath 1-680 on Dublin Boulevard and Amador Valley Boulevard. The lighting and sidewalk projects will be coordinated with the development of the freeway underpass art and are scheduled for completion in FY 2000-2001. ART CONSULTANT The Freeway UnderpaSs Art Project is deemed significant and warrants an art professional to shepherd the process from selection of the artwork through final installation. Therefore ftmds have been included to contract with an art professional to oversee the project. Staff has negotiated an agreement with Lynne Baer who has consulted with the City on a variety of other public art projects. Attachment 1 is the City's Standard Consulting Services Agreement that has been modified for the Freeway Underpass Art Project. Exhibit A of the Agreement contains a detailed scope of work for the project. Exhibit B of the Agreement outlines the payment schedule and fee for services. The total fee to be paid over a two-year period is $44,095. COPIES TO: G:%Irtg Cult Art Comm\Council\freewayart-consultant.doc Heritage & Cultural Arts Commission Lynne Baer ITEM NO.- ART SELECTION COMMITTEE In keeping with the selection process established for Public Art for the Civic Center Library, it is the recommendation of Staff that an Art Selection Committee be appointed. The suggested make-up of the Committee is as follows: · Two (2) representatives from the downtown business community · Two (2) representatives of the Heritage and Cultural Arts Commission · Three (3) representatives from the community at-large Non-voting members of the Committee would include the Art Consultant and City Staff. Openings for the Committee would be advertised in the newspaper, on Community Cable Television and in the Chamber of Commerce newsletter. The Mayor with the approval of the City Council would appoint the Committee. SELECTION PROCESS The project as envisioned by art consultant Lynne Baer provides for professional artist(s) or artist team(s) to develop the artwork concepts for the two underpasses using a mixed media approach. The selection process will begin with a call for RFQs (Request for Qualifications). The Art Selection Committee will review the RFQs and recommend an artist(s) to the Heritage and Cultural Arts Commission and the City Council for approval. The selected artist(s) will have three months to develop the specific artwork and installation plan for each underpass. Due to the community-wide exposure of this project, the art consultant recommends a proactive approach to soliciting community input; a portable model of the project would be available at community festivals, club meetings and other public gatherings during the selection process. PROPOSED TIMELINE According to information provided by Caltrans, the approval process can take between 2 and 6 months. The following timeline is based upon the 6-month approval scenario. · Development and Distribution of Request for Qualifications (RFQ) (September - November 2000) · Review of RFQs and Selection of Finalists (November 2000 - January 2001) · Approval of the Artist(s) (February 2001) · Development of Proposals for Artwork(s) by Artist(s) (February 2001 - April 2001) · Approval of Artwork Proposals by Caltrans (April 2001 - October 2001) · Construction and Installation of the Artwork(s) (October 2001 - May 2002) RECOMMENDATION It is the recommendation of Staff that the City Council: 1. Approve the Agreement with Lynne Baer. 2. Authorize the Mayor to execute the Agreement. 3. Approve formation of an Art Selection Committee representatives. and authorize Staff to solicit AGREEMENT BETWEEN CITY OF DUBLIN AND FOR CONSULTANT SERVICES Freeway Underpass Art Project THIS AGREEMENT is made at Dublin, California, as of , 2000, by and between the CITY OF DUBLIN, a municipal corporation ("City"), and Lynne Baer, ("Consultant"), who agree as follows: 1. PURPOSE. The City is planning for the installation of public artwork at the Freeway Underpasses on Dublin Boulevard and Amador Valley Boulevard. The City finds that Freeway Underpass Art Project ("Project") is significant and warrants an art coordination professional to shepherd the process from selection of the public artwork through final installation. 2. SERVICES. Subject to the terms and conditions set forth in this Agreement, Consultant shall provide to City the services described in Exhibit A. Consultant shall provide said services at the time, place and in the manner specified in Exhibit A. 3. PAYMENT. City shall pay Consultant for services rendered pursuant to this Agreement at the time and in the manner set forth in Exhibit B. The payments specified in Exhibit B shall be the only payments to be made to Consultant for services rendered pursuant to this Agreement. Consultant shall submit all billings for said services to City in the manner specified in Exhibit B; or, if no manner be specified in Exhibit B, then according to the usual and customary procedures and practices which Consultant uses for billing clients similar to City. 4. FACILITIES AND EQUIPMENT. Except as set forth in Exhibit C, Consultant shall, at its sole cost and expense, furnish all facilities and equipment which may be required for furnishing services pursuant to this Agreement. City shall furnish to Consultant only the facilities and equipment listed in Exhibit C according to the terms and conditions set forth in Exhibit C. 5. GENERAL PROVISIONS. The general provisions set forth in Exhibit D are part of this Agreement. In the event of any inconsistency between said general provisions and any other terms or conditions of this Agreement, the other term or condition shall control insofar as it is inconsistent with the general provisions. 6. EXHIBITS. All exhibits referred to herein are attached hereto and are by this reference incorporated herein. 7. CONTRACT ADMINISTRATION. This Agreement shall be administered by Bonnie Leonard, Recreation Supervisor ("Administrator"). All correspondence shall be directed to or through the Administrator or his or her designee. 8. NOTICES. Any written notice to Consultant shall be sent to: Lynne Baer 1020 Union Street, #2 San Francisco, CA 94133 Agreement Page I of 2 Any written notice to City shall be sent to: Bonnie Leonard, Recreation Supervisor City of Dublin 100 Civic Plaza Dublin, CA 94568 Executed as of the day first above stated: CITY OF DUBLIN, a municipal corporation By "City" Attest: City Clerk By "Consultant" Approved as to form: City Attorney Agreement Page 2 of 2 EXttlBIT A SCOPE OF SERVICES (Objectives Tasks, and Approximate Timeline) 7 Phase 1: Selection of Artist(s) Taskl: Development and Distribution of RFO (September - November 2000) Consultant, in 1. 2. 3. 4. consultation with City Staff will: Meet with City Staff and Caltrans personnel to identify specifications and parameters of the project. Meet with the Art Selection Committee to review specifications and parameters of the project and RFQ (Request for Qualifications). Create a specific process to select Artist(s) and process to include public input in the Artist(s) selection. Create RFQ to include the following: a) Description of the parameters and specifications of the artwork(s) b) Timeline c) Project Budget Identify and create a mailing list of Artists and organizations to receive RFQ. Work with City Staff to effect the mailing of RFQs and receipt of Artist proposals. Task 2: Review of RFOs and Selection of Finalists (November 2000 - January 2001) Consultant, in consultation with City Staff will: 1. Organize RFQs for review by Art Selection Committee 2. Facilitate Committee meetings for selection of finalists 3. Coordinate Artist interviews with Committee 4. Facilitate selection of the Artist(s) with Committee Task 3: Apl~roval of the Artist(s) (February 2001 ) Consultant, in consultation with City Staff will: 1. Coordinate recommendation of Commission and City Council. final Artist(s) to the Heritage and Cultural Arts Phase 2: Commissioning and Installation of Artwork(s) Task 4: Development of Proposals for Artwork(s) by Artist(s) (February 2001 - April 2001) Consultant, in 1. 2. 3. consultation with City Staff will: Coordinate development of contracts between City and Artist(s). Work with Artist(s) to develop artwork proposals. Identify, coordinate, and facilitate any necessary meetings between appropriate community groups as well as City Staff. Monitor progress of Artist(s) in proposal development. Assist in facilitation of final approval process with the Heritage and Commission and City Council. Identify appropriateness of public input in the development of the artwork(s). Coordinate the artwork(s) with the sidewalk and lighting aspect of the project. Artist(s) and Cultural Arts Exhibit A Page 1 of 2 Task Five: Approval of Artwork Proposals to Caltrans (April 2001 - October 2001 ) Consultant, in consultation with City Staff will: 1. Submit artwork proposals to Caltrans for approval. 2. Work with City Staff and Caltrans on issues of safety, installation, and maintenance requirements. 3. Work with City Staff, Artist(s) and Caltrans to coordinate any modifications required by Caltrans. Task Six: Construction and Installation of the Artwork(s) (October 2001 - May 2002) Consultant, in 1. , consultation with City Staff will: Monitor installation schedule and any changes with City Staff to keep Artist(s) aware of schedules. Monitor the progress of the Artist(s) to insure adherence to contract, timelines, and quality of work. Coordinate installation with City Staff, Caltrans and Artist(s). Work with City Staff to coordinate press coverage and public relations. Coordinate with City Staff on dedication of artwork(s). Exhibit A Page 2 of 2 EXHIBIT B PAYMENT SCHEDULE A, C, D, E, CITY shall pay CONSULTANT an amount not to exceed the total sum of $44,095 (Forty-four thousand, ninety-five and no cents) for services to be performed pursuant to this agreement. CONSULTANT shall submit invoices, not more often than once per month, based upon the work completed on each task identified in EXHIBIT A "Scope of Work". The corresponding not to exceed fee shall be as follows: 20% of total fee upon completion of Task 1 $ 8,819 20% of total fee upon completion of Tasks 2&3 $ 8,819 20% of total fee upon completion of Task 4 $ 8,819 20% of total fee upon completion of Task 5 $ 8,819 20% of total fee upon completion of Task 6 $ 8,819 TOTAL FIXED FEE $ 44,095 The total sum stated in Section A above, shall be the total which the CITY shall pay for the services to be rendered by CONSULTANT pursuant to this Agreement. CITY shall not pay any additional sum for any expense or cost whatsoever incurred by CONSULTANT in rendering services pursuant to this Agreement. If, for any reason, construction/installation is delayed, such that CONSULTANT is materially prevented from performing her obligations hereunder within the time frame established in Exhibit A, CONSULTANT shall have the right to request a Change Order altering the fee to be paid by CITY and for the time within which CONSULTANT must perform her obligations hereunder. CONSULTANT shall also have the right to request such a Change Order, if during the term of this Agreement, the scope of the project artwork is materially altered. CITY shall make no payment for any extra, further or additional service pursuant to this Agreement unless such extra service and the price therefor is agreed to in a written Change Order executed by the City Manager, or other designated official of the CITY, authorized to obligate CITY thereto. Said Change Order shall be executed prior to the time such extra service is rendered and in no event shall such change order exceed twenty-five percent (25%) of the initial Contract price stated in Section A. In the event the Change Order exceeds this limitation, City Co~ncil approval shall be required. The services to be provided under this Agreement may be terminated without cause at any point in time in the sole and exclusive discretion of CITY. In this event, CITY shall compensate the CONSULTANT for all outstanding costs incurred as of the date of written notice thereof and shall terminate this Agreement. CONSULTANT shall maintain adequate logs and timesheets in order to verify costs incurred to date. The CONSULTANT is not authorized to perform any services or incur any costs whatsoever under the terms of this Agreement until receipt of a fully executed copy of this Agreement. Exhibit B Page 1 of 1 EXHIBIT C CITY shall furnish physical facilities such as desks, filing cabinets, and conference space, as may be reasonably necessary for Consultant's use while consulting with CITY employees and reviewing records and the information in possession of CITY. The location, quantity, and time of fumishing said physical facilities shall be in the sole discretion of CITY. In no event shall CITY be obligated to furnish any facility which may involve incurring any direct expense, including, but not limiting the generality of this exclusion, long-distance telephone or other communication charges and vehicles. CITY nevertheless agrees to provide to CONSULTANT reproduction and mailing services necessary to the accomplishment of CONSULTANT'S obligations hereunder. Exhibit C Page 1 of 1 EXHIBIT D GENERAL PROVISIONS 1. INDEPENDENT CONSULTANT. At all times during the term of this Agreement, Consultant shall be an independent Consultant and shall not be an employee of City. City shall have the right to control Consultant only insofar as the results of Consultant's services rendered pursuant to this Agreement; however, City shall not have the right to control the means by which Consultant accomplishes services rendered pursuant to this Agreement. 2. LICENSES; PERMITS; ETC. Consultant represents and warrants to City that she has all licenses, permits, qualifications and approvals of whatsoever nature which are legally required for Consultant to practice her profession. Consultant represents and warrants to City that Consultant shall, at her sole cost and expense, keep in effect at all times during the term of this Agreement any licenses, permits, and approvals which are legally required for Consultant to practice her profession. 3. TIME. Consultant shall devote such time to the performance of services pursuant to this Agreement as may be reasonably necessary for satisfactory performance of Consultant's obligations pursuant to this Agreement. 4. INSURANCE REQUIREMENTS. Consultant shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by the Consultant, her agents, representatives, employees or Subconsultants. The cost of such insurance shall be included in the Consultant's bid. (a) Minimum Scope of Insurance. Coverage shall be at least as broad as: 1. Insurance Services Office form number GL 0002 (Ed. 1/73) coveting comprehensive General Liability and Insurance Services Office form number GL 0404 covering Broad Form Comprehensive General Liability; or Insurance Services Office Commercial General Liability coverage ("occurrence" form CG 0001). 2. Insurance Services Office form number CA 0001 (Ed. 1/78) coveting Automobile Liability, code 1 "any auto" and endorsement CA 0025. 3. Workers' Compensation insurance as required by the Labor Code of the State of California and Employers Liability Insurance. (b) Minimum Limits of Insurance. Consultant shall maintain limits no less than: 1. General Liability: $1,000,000 combined single limit per occurrence for bodily injury, personal injury and property damage. If commercial General Liability Insurance or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit. 2. Automobile Liability: $1,000,000 combined single limit per accident for bodily injury and property damage. 3. Workers' Compensation and Employers Liability: Workers' compensation limits as required by the Labor Code of the State of California and Employers Liability limits of $1,000,000 per accident. (c) Deductibles and Self-Insured Retentions. Any deductibles or self-insured retentions must be declared to and approved by the City. At the option of the City, either the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects the City, its officers, officials and employees; or the Consultant shall procure a bond guaranteeing payment of losses and related investigations, claim administration and defense expenses. Exhibit D Page 1 of 3 (d) Other Insurance Provisions. The policies are to contain, or be endorsed to contain, the following provisions: 1. General Liability and Automobile Liability Coverages. a. The City, its officers, officials, employees and volunteers are to be covered as insured as respects: liability arising out of activities performed by or on behalf of the Consultant; products and completed operations of the Consultant, premises owned, occupied or used by the Consultant, or automobiles owned, leased, hired or borrowed by the Consultant. The coverage shall contain no special limitations to the scope of the protection afforded to the City, its officers, officials, employees and volunteers. b. The Consultant's insurance coverage shall be primary insurance as respects the City, its officers, officials, employees and volunteers. Any insurance or self-insurance maintained by the City, its officers, officials, employees or volunteers shall be excess of the Consultant's insurance and shall not contribute with it. c. Any failure to comply with reporting provisions of the policies shall not affect coverage provided to the City, its officers, officials, employees or volunteers. d. The Consultant's insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer's liability. 2. Worker's Compensation and Employees Liability Coverage. The insurer shall agree to waive all fights of subrogation against the City, its officers, officials, employees and volunteers for losses arising from work performed by the Consultant for the City. 3. Professional Liability. Consultant shall carry professional liability insurance in an amount deemed by the City to adequately protect the Consultant against liability caused by negligent acts, errors or omissions on the part of the Consultant in the course of performance of the services specified in this Agreement. 4. All Coverages. Each insurance policy required by this clause shall be endorsed to state that coverage shall not be suspended, voided, canceled by either party, reduced in coverage or in limits except after thirty (30) days' prior written notice by certified mail, return receipt requested, has been given to the City. (e) Acceptability of Insurers. Insurance is to be placed with insurers with a Bests' rating of no less than A:VII. (f) Verification of Coverage. Consultant shall furnish City with certificates of insurance and with original endorsements effecting coverage required by this clause. The certificates and endorsements for each insurance policy are to be signed by a person authorized by that insurer to bind coverage on its behalf. The certificates and endorsements are to be received and approved by the City before work commences. The City reserves the right to require complete, certified copies of all required insurance policies, at any time. (g) Subconsultants. Consultant shall include all Subconsultants as insured under its policies or shall furnish separate certificates and endorsements for each Subconsultant. All coverages for Subconsultants shall be subject to all of the requirements stated herein. (h) The Risk Manager of City may approve a variation in those insurance requirements upon a determination that the coverages, scope, limits and forms of such insurance are either not commercially available or that the City's interests are otherwise fully protected. 5. CONSULTANT NO AGENT. Except as City may specify in writing, Consultant shall have no authority, express or implied, to act on behalf of City in any capacity whatsoever as an agent. Consultant shall have no authority, express or implied, pursuant to this Agreement to bind City to any obligation whatsoever. Exhibit D Page 2 of 3 6. ASSIGNMENT PROHIBITED. No party to this Agreement may assign any right or obligation pursuant to this Agreement. Any attempted or purported assignment of any fight or obligation pursuant to this Agreement shall be void and of no effect. 7. PERSONNEL. Consultant shall assign only competent personnel to perform services pursuant to this Agreement. In the event that City, in its sole discretion, at any time during the term of this Agreement, desires the removal of any such persons, Consultant shall, immediately upon receiving notice from City of such desire of City, cause the removal of such person or persons. 8. STANDARD OF PERFORMANCE. Consultant shall perform all services required pursuant to this Agreement in the manner and according to the standards observed by a competent practitioner of the profession in which Consultant is engaged in the geographical area in which Consultant practices his profession. All instruments of service of whatsoever nature which Consultant delivers to City pursuant to this Agreement shall be prepared in a substantial, first class and workmanlike manner and conform to the standards of quality normally observed by a person practicing in Consultant's profession. 9. HOLD HARMLESS AND RESPONSIBILITY OF CONSULTANTS. Consultant shall take all responsibility for the work, shall bear all losses and damages directly or indirectly resulting to her, to any Subconsultant, to the City, to City officers and employees, or to parties designated by the City, on account of the performance or character of the work, unforeseen difficulties, accidents, occurrences or other causes predicated on active or passive negligence of the Consultant or of any Subconsultant. Consultant shall indemnify, defend and hold harmless the City, its officers, officials, directors, employees and agents from and against any or all loss, liability, expense, claim, costs (including costs of defense), suits, and damages of every kind, nature and description directly or indirectly arising from the performance of the work. This paragraph shall not be construed to exempt the City, its employees and officers from its own fraud, willful injury or violation of law whether willful or negligent. For purposes of Section 2782 of the Civil Code the parties hereto recognize and agree that this agreement is not a construction contract. By execution of this agreement Consultant acknowledges and agrees that she has read and understands the provisions hereof and that this paragraph is a material element of consideration. Approval of the insurance contracts does not relieve the Consultant or Subconsultants from liability under this paragraph. 10. GOVERNMENTAL REGULATIONS. To the extent that this Agreement may be funded by fiscal assistance from another governmental entity, Consultant shall comply with all applicable rules and regulations to which City is bound by the terms of such fiscal assistance program. 11. DOCUMENTS. All reports, data, maps, models, charts, studies, surveys, photographs, memoranda or other written documents or materials prepared by Consultant pursuant to this Agreement shall become the property of the City upon completion of the work to be performed hereunder or upon termination of the Agreement. Exhibit D Page 3 of 3