HomeMy WebLinkAboutRenaissance Park Public Art ProjectTASK ORDER FOR RENAISSANCE PARK PUBLIC ART PROJECT
This TASK ORDER for RENAISSANCE PARK PUBLIC ART PROJECT ("Task Order")
is made thisT' day of- r , 019 ("Effective Date"), by and between the City of Meridian, a
municipal corporation organized under the laws of the State of Idaho ("City"), and Ken McCall, on
behalf of McCall Studios LLC, a limited liability company organized under the laws of the state of
Idaho ("Artist").
WHEREAS, on August 9, 2016, City and Artist entered into a Master Agreement for
Professional Services: Park Identities Public Art Roster ("August 9, 2016 Master Agreement"),
which establishes terms and conditions under which City may invite Artist to provide services
including consultation, design, fabrication, and installation, pursuant to separate project task
order(s) setting forth specific conditions, compensation amount, and scope of work;
WHEREAS, on October 12, 2018, City issued a Call to Artists/Request for Proposals: Park
Identity at Renaissance Park ("October 12, 2018 RFP"), a copy of which is attached hereto as
Exhibit A, inviting Artist and other artists on the Park Identities Public Art Roster to submit
proposals for the installation of public art at Renaissance Park, a community park in south Meridian,
located at 4155 S. Genoard Avenue, in Meridian ("Park");
WHEREAS, in response to the October 12, 2018 RFP, Artist submitted the proposal
attached hereto as Exhibit B, proposing the installation of a work entitled "Illuminations";
WHEREAS, a selection panel comprised of members of the Meridian Parks and Recreation
Commission and the Meridian Arts Commission reviewed the proposals and selected Artist's
proposal for recommendation to the Meridian City Council by the Meridian Parks and Recreation
Commission and the Meridian Arts Commission, which both forwarded the salve recommendation
to Meridian City Council;
WHEREAS, the City Council of the City of Meridian, following the recommendations of
the respective Commissions, does find that proposed work "Illuminations" will further the public
health and welfare by creating and enhance the overall park identity at Renaissance Park;
celebrating music, science, literature, and art; and encouraging outdoor recreation and enrichment;
NOW, THEREFORE, for good and valuable consideration, the receipt and sufficiency of
which is hereby acknowledged and agreed, and in consideration of the mutual promises and
covenants herein contained, the Parties agree as follows:
I. SCOPE OF SERVICES.
Artist shall design and fabricate all components of the art installation entitled "Illuminations," as
depicted in Exhibit B (collectively, "Artwork"); shall install such Artwork at the Park; and shall
restore landscaping and pathways to the same condition as prior to installation of the Artwork
("Site Restoration").
PROFESSIONAL SERVICES TASK ORDER - RENAISSANCE PARK PUBLIC ART PROJECT PAGE I
PROFESSIONAL SERVICES TASK ORDER – RENAISSANCE PARK PUBLIC ART PROJECT PAGE 2
II. COMPENSATION.
A. Total amount. The total payment to Artist for the design, fabrication, and installation of the
Artwork shall be forty thousand dollars ($40,000.00). This amount shall constitute full
compensation for any and all services, travel, transportation, materials, shipping, equipment,
contingency, commission, artist fee, and costs of work to be performed or furnished by
Artist.
B. Method of payment. Artist shall provide to City invoices for services and/or materials
provided pursuant to the payment schedule set forth herein, which City shall pay within
thirty (30) days of receipt. City shall not withhold any federal or state income taxes or
Social Security tax from any payment made by City to Artist under the terms and conditions
of this Task Order. Payment of all taxes and other assessments on such sums shall be the
sole responsibility of Artist. Artist shall file a WH-5 Public Works Contract Report with the
Idaho State Tax Commission in accordance with applicable rules for same.
C. Payment schedule. Artist shall be paid pursuant to the following benchmarks:
1. City Approval of Detailed Plan: $20,000.00 shall be paid to Artist within thirty (30)
days of the Parks Superintendent’s approval of Artist’s detailed plan for fabrication of
the Artwork and installation of the Artwork at the Park (“Detailed Plan”). The Detailed
Plan shall include:
a. Detailed project timeline;
b. Detailed, to-scale site plan for the installation of each and all components of the
Artwork at the Park, prepared in coordination with the City of Meridian Park
Superintendent;
c. Plan for obtaining written licenses and/or permissions for the use of each image
depicted on Artwork, if necessary;
d. Plan for obtaining any and all necessary permits or approvals from the City of
Meridian for the installation of the Artwork, which may include Certificate of
Zoning Compliance from the Community Development Department/Planning
Division; permitting and inspection by the Community Development
Department/Building Services Division; and coordination with the Meridian Parks &
Recreation Department regarding landscaping and utilities;
e. Construction drawings and structural calculations for each and all components of the
Artwork, reviewed and stamped by an engineer certified in the state of Idaho;
f. Plan for engaging an independent testing agency to test and inspect construction,
fabrication, and installation materials and methods (the same duly qualified engineer
who prepares the construction drawings and structural calculations may serve as the
testing agency, at Artist’s election); and
g. Plan for Site Restoration following Artwork installation.
2. Fabrication of Artwork: $15,000.00 shall be paid to the Artist within thirty (30) days
of completion of Fabrication of the Artwork, or all components thereof, as demonstrated
to and approved in writing by the Parks Superintendent.
3. Final Completion: $5,000.00 shall be paid to the Artist within thirty (30) days of Final
Completion, which shall be defined as:
Meridian City Council Meeting Agenda March 5, 2019 – Page 288 of 487
PROFESSIONAL SERVICES TASK ORDER – RENAISSANCE PARK PUBLIC ART PROJECT PAGE 3
a. Complete installation of the completed Artwork at the Park, as confirmed by the
Parks Superintendent;
b. Artist’s submission to the Parks Superintendent of a recommended maintenance plan
for the Artwork;
c. Execution of a mutually agreed-upon acceptance agreement, similar to the sample
agreement attached hereto as Exhibit C for illustrative purposes only, to include
affirmation of Artist’s indemnification of City and express waiver of Artist’s right,
title, or interest in the Artwork, which agreement shall be prepared by the City
Attorney’s Office;
d. Written licenses and/or permissions for the use of each and all of the images depicted
on Artwork, if necessary;
e. Waivers of lien from any and all sub-contractors and major materials suppliers;
f. Copy of WH-5 Public Works Contract Report filed with the Idaho State Tax
Commission.
g. Report from an independent testing agency approving construction, fabrication, and
installation materials and methods; and
h. Final inspection and approval of the installation of Artwork by the Parks
Superintendent and by City of Meridian Community Development Services
Department/Building Services Division, which may include, at the discretion of the
Building Official, independent testing and/or inspections for structural soundness.
III. TIME OF PERFORMANCE.
A. Timeline. In addition to the benchmarks set forth in the timeline prepared by Artist as part
of the Detailed Plan, the Parties shall meet the following deadlines:
1. By 5:00 p.m., April 30, 2019: Artist shall complete Submission of the Detailed Plan to
the Parks Superintendent. The Parks Superintendent shall review, request modifications
as necessary, and approve such Detailed Plan, either as submitted or as modified
pursuant to mutual agreement, within fourteen (14) days of receipt thereof.
2. By 5:00 p.m., October 1, 2019: Artist shall complete Fabrication of the Artwork and
obtain written approval of same by the Parks Superintendent. The Parks Superintendent
shall approve, or approve as modified, such fabrication within fourteen (14) days of
Artist’s notice of such completion. Prior to issuing approval, the Parks Superintendent
shall determine that the Artwork as fabricated is in keeping with Artist’s representations
as depicted in Exhibit A. Non-material design refinements and/or improvements shall be
left to the discretion of the Artist.
3. By 5:00 p.m., November 1, 2019: With prior approval and all necessary permits from
the City, Artist shall cause the installation of the Artwork at Park, and shall schedule
final inspection and approval of the installation thereof by the City of Meridian
Community and Development Services Department/Building Services Division and the
Parks Superintendent. Artist shall immediately notify the Parks Superintendent of any
delay that occurs or is anticipated affecting the installation.
4. By 5:00 p.m., November 22, 2019: Artist shall be responsible for Final Completion.
The Parks Superintendent may extend the date of Final Completion for a reasonable
Meridian City Council Meeting Agenda March 5, 2019 – Page 289 of 487
PROFESSIONAL SERVICES TASK ORDER – RENAISSANCE PARK PUBLIC ART PROJECT PAGE 4
amount of time only if such delay is due to circumstances and events beyond the control
of Artist or pursuant to a written Task Order by the Parties.
5. By 11:59 p.m., December 11, 2019: Provided that Artist has completed Final
Completion, as provided herein, City shall execute Final Acceptance of the Artwork,
which shall be signified by City’s adoption of a resolution indicating that the City
accepts the delivery of the Artwork as designed, fabricated, and installed.
B. Time of the essence. The Parties acknowledge that services provided under this Task Order
shall be performed in a timely manner. The Parties acknowledge and agree that time is
strictly of the essence with respect to this Task Order, and that the failure to timely perform
any of the obligations hereunder shall constitute a breach of, and a default under, this Task
Order by the party so failing to perform.
C. Inspection. The Artist shall provide the Parks Superintendent with reasonable opportunities
to review the progress of the Artwork to ensure compliance with the timeline set forth above
and the design as depicted in Exhibit B hereto, or as mutually agreed by the Parties in
writing, upon the Parks Superintendent’s request. If during such inspection, or in the course
of the approval processes required herein, the Parks Superintendent concludes that the
Artwork or any portion or component thereof does not conform to the timeline or to the
proposal as described and depicted in Exhibit B hereto or as mutually agreed by the Parties
in writing, notice of the specific non-conformity and request for Artist to address the
specified non-conformity shall be given to Artist in writing as soon as practicable. Artist
shall have fourteen (14) days to address and correct any non-conformity. If, upon the Parks
Superintendent’s re-inspection, the Parks Superintendent concludes that the Artwork or the
nonconforming portion or component thereof remain nonconforming, termination
procedures may commence. City’s failure to disapprove in writing shall constitute
presumptive approval of the Artwork as inspected.
IV. MAINTENANCE AND REPAIR.
A. Standards. Artwork design, fabrication, and installation, and Site Restoration shall comply
in all respects with established engineering standards, Idaho Standards for Public Works
Construction, all established policies and ordinances of the City of Meridian, and the
direction of the Meridian Parks Superintendent or his designee. Artist shall engage an
independent testing agency to test and inspect construction materials and methods of
installation of Artwork. The same duly qualified engineer who prepares the construction
drawings and structural calculations for the Artwork may serve as the testing agency, at
Artist’s election.
B. Irrigation system repair. City shall be responsible for incidental irrigation system repairs
necessitated by installation of the Artwork.
Meridian City Council Meeting Agenda March 5, 2019 – Page 290 of 487
C. Two years following Final Acceptance. Artist shall be fully responsible for all parts and
workmanship of the Artwork for a period of two (2) years after City's Final Acceptance of
the Artwork, and during such time shall replace any defective parts and/or rework any
defective craftsmanship in a timely fashion at no cost to City, except that during such period
Artist shall not be required to replace or repair any damage to the Artwork caused by City's
employees, by vandalism, or by an act of God.
D. Determination of need for repair. At all times, including the first two years following
Final Acceptance, City shall make any and all determinations regarding whether the
Artwork' parts and/or craftsmanship require maintenance, restoration, or repair. Artist may
be asked to provide input regarding such matters, but all decisions regarding the need for
maintenance, restoration, or repair shall be made by City.
E. Maintenance, restoration, and repair. Following Final Acceptance, City shall provide
basic maintenance, restoration, and repair of the Artwork at City's cost. In the event that the
Artwork is damaged or destroyed, in whole or in part, City may, at its sole election, restore
the Artwork, subject to receipt of any insurance proceeds and availability of sufficient funds.
V. GENERAL PROVISIONS.
A. August 9, 2016 Master Agreement applies. All provisions of the August 9, 2016 Master
Agreement are incorporated by reference and made a part of hereof as if set forth in their
entirety herein.
B. Exhibits. All exhibits to this Task Order are incorporated by reference and made a part of
hereof as if set forth in their entirety herein.
C. City Council approval required. The validity of this Task Order shall be expressly
conditioned upon City Council action approving the Task Order. Execution of this Task
Order by the persons referenced below prior to such ratification or approval shall not be
construed as proof of validity in the absence of Meridian City Council approval.
IN WITNESS WHEREOF, the parties hereto have executed this Task Order on the
Effective Date first written above.
/,\14-tKirlA
Manager, McCall Studios LLC
CITY OF MERIDIAN: QOp.-TED A1<,ST�
a �
('itv ul w
E IDIA )
Tamm d ' or i IDAHO '
Tammy MaySEAL aY Cole, City Clerk
• e"rhe TRF-
PROFESSIONAL
REPROFESSIONAL SERVICES TASK ORDER- RENAISSANCE PARK PUBLIC ART PROJECT PAGE 5
PROFESSIONAL SERVICES TASK ORDER – RENAISSANCE PARK PUBLIC ART PROJECT PAGE 6
EXHIBIT A
OCTOBER 12, 2018 RFP
Meridian City Council Meeting Agenda March 5, 2019 – Page 292 of 487
Request for Proposals – Renaissance Park Identity Public Art Project Page 1 of 2
Call to Artists – Request for Proposals:
Park Identity at Renaissance Park
PROJECT DESCRIPTION:
The Meridian Arts Commission (MAC) and Meridian Parks & Recreation Commission (MPRC) invite artists on
the Park Identities Public Art Roster to prepare proposals for public art projects that create and/or enhance
the overall park identity at Renaissance Park. The objective of the project is to create a theming element,
or elements, that strengthen the park name and give the park a true identity and sense of place. This
Request for Proposals (RFP) is being released at the same time as another park identity RFP for Champion
Park. Artists may prepare proposals for one or both parks. Panelists are interested in seeing proposals that
can be functional pieces in the park and/or that are highly visible to both park users and passersby.
SITE DESCRIPTION:
Renaissance Park is a neighborhood park in south Meridian at 4155 S. Genoard Avenue. The overall theme
should be oriented toward the Renaissance era in some way. A pre-proposal conference will allow proposers
to ask Parks staff specific questions and elaborate on context provided. Notes from the pre-proposal
conference will be sent to those who intend to propose, in case they cannot attend the conference.
ELIGIBILITY:
This project is open to artists on the Park Identities Public Art Roster.
BUDGET:
A budgeted amount of $40,000 total is available for the completed project; this includes the selected
artist’s commission, all costs including engineering, materials, fabrication, permitting, contingencies and
installation of the artwork. A stipend of $500 will be paid to artists to develop and submit proposals,
including all materials, time, and all other expenses to produce maquettes.
PROCESS:
The evaluation and selection process will generally occur as follows; dates are subject to change as may be
necessary due to scheduling issues or other circumstances. Any information submitted is subject to release
to the public as required by Idaho Public Records Law.
1. Call to Artists (RFP) issued October 17, 2018.
2. Pre-proposal conference. Thursday, November 1 @ 4:00 PM on site, by the Renaissance Park shelter at
4155 S. Genoard Avenue.
3. Notice of Intent to Propose due Monday, November 5 @ 12:00 PM. Submit a letter of intent, signed
agreement to produce a proposal and presentation, and current W-9 (unless if you’ve already been set
up in our payment system). Stipends for proposals will be submitted after presentations are delivered.
4. Proposals accepted. To be considered for this project, the following materials must be submitted to
MAC, by 12:00 PM, on Monday, January 7, 2019, at 33 E. Broadway Avenue Suite 104, Meridian, ID 83642
or by e-mail to mac@meridiancity.org:
a. A summary of the respondent’s experience with similar projects
b. Project proposal, including digital images (.jpg format) or drawings of the proposed conceptual
designs or projects to be considered, and related maquettes.
c. Artwork description(s) including materials to be used, dimensions, anticipated maintenance, etc.
Meridian City Council Meeting Agenda March 5, 2019 – Page 293 of 487
Request for Proposals – Renaissance Park Identity Public Art Project Page 2 of 2
d. Detailed project timeline, project budget with itemized costs, and schedule of work.
5. Presentations. On Wednesday, January 9, 2019, participating artists will present their proposals and
maquettes in front of the selection committee at a public meeting. Each artist will have about 10
minutes to present, followed by brief Q & A. Presentations will be for both this RFP for Champion Park
and for the RFP for Renaissance Park. This presentation is scheduled to take place at 3:00 PM at Meridian
City Hall. (Please let us know if this date and time cannot work for you.)
6. Selection Criteria. Eligibility and finalist selection criteria will include:
a. Adherence to the RFP; (10 points)
b. Appropriateness of scale, design, material, durability, safety, and maintenance for project site; (20
points)
c. Project proposal – demonstrated understanding of project objectives, ability to create artwork that
addresses the context of its placement; and ability to meet or exceed the objectives; (30 points)
d. Past work experience and references on a similar type project and the demonstrated competence in
the performance of the type of work to be provided (the nature, quality, and relevance of similar
completed work, including subcontractors, may include feedback from professional references; and
20 points)
e. Consistency with City policy and community values; (20 points)
7. Evaluation of proposals; artist selected. The selection committee may recommend selection of one
proposed project, recommend that the RFP be reopened, or reject all proposals. Evaluation criteria will
include the criteria set forth above, as well as any public input submitted during the evaluation of the
proposals. MAC and MPRC will forward their recommendation to Meridian City Council for consideration.
The selected proposer and others not selected will be notified of City Council’s decision via e-mail by
Wednesday, January 23, 2019.
8. Agreement; award. Following selection and negotiation and execution of a written task order with the
City, the selected proposer will be awarded the project upon City Council’s approval.
9. Selected proposal installed. The awarded Artist will fabricate and install the artwork, in accordance
with a written task order agreement with the City, and within the project’s final budget and timeline.
ESTIMATED TIMELINE:
October 17, 2018 Call to Artists (RFP) issued
November 5, 2018 Deadline for Intent to propose
January 7, 2019 Deadline for completed proposals
January 9, 2019 Presentations, committee evaluation, recommendation determined
By January 22, 2019 MAC and MPRC co-present recommendation to City Council
January 23, 2019 Selected and not selected artists notified
By February 13, 2019 Deadline for selected artist’s signed task order with City
By February 19, 2019 Task order executed by City Council
By February 20, 2019 Consultation with Parks & Recreation begins
Spring 2019 Fabrication begins
Per Task Order Installation
Please contact MAC via email (mac@meridiancity.org) or phone (208-489-0399) with any questions.
Thank you for your interest!
Meridian City Council Meeting Agenda March 5, 2019 – Page 294 of 487
PROFESSIONAL SERVICES TASK ORDER – RENAISSANCE PARK PUBLIC ART PROJECT PAGE 9
EXHIBIT B
ARTIST’S PROPOSAL
Meridian City Council Meeting Agenda March 5, 2019 – Page 295 of 487
Meridian City Council Meeting Agenda March 5, 2019 – Page 296 of 487
Meridian City Council Meeting Agenda March 5, 2019 – Page 297 of 487
Meridian City Council Meeting Agenda March 5, 2019 – Page 298 of 487
Meridian City Council Meeting Agenda March 5, 2019 – Page 299 of 487
Meridian City Council Meeting Agenda March 5, 2019 – Page 300 of 487
Meridian City Council Meeting Agenda March 5, 2019 – Page 301 of 487
Meridian City Council Meeting Agenda March 5, 2019 – Page 302 of 487
Meridian City Council Meeting Agenda March 5, 2019 – Page 303 of 487
PROFESSIONAL SERVICES TASK ORDER – RENAISSANCE PARK PUBLIC ART PROJECT PAGE 18
EXHIBIT C
SAMPLE AGREEMENT
Meridian City Council Meeting Agenda March 5, 2019 – Page 304 of 487
PROFESSIONAL SERVICES TASK ORDER – RENAISSANCE PARK PUBLIC ART PROJECT PAGE 19
ACCEPTANCE AGREEMENT
RENAISSANCE PARK PUBLIC ART PROJECT: “ILLUMINATIONS”
This ACCEPTANCE AGREEMENT is made this ____ day of ________, 2017 (“Effective
Date”), by and between the City of Meridian, a municipal corporation organized under the laws of
the State of Idaho (“City”), and McCall Studios LLC, a limited liability company organized under
the laws of the state of Idaho (“Artist”). (City and Artist may hereinafter be collectively referred to
as “Parties.”)
WHEREAS, on [DATE], Artist installed at Renaissance Park an art installation entitled
Illuminations,” comprised of three (3) large kinetic sculptures and five (5) small trail markers,
Artwork”);
WHEREAS, on [DATE], City and Artist entered into a Task Order for Renaissance Park
Public Art Project (“Task Order”) that includes, in Section II.C.3.c, a requirement that the parties
enter into a mutually agreed-upon acceptance agreement as a condition of the City’s Final
Acceptance of the artwork designed, created, and installed by Artist pursuant to the Task Order;
NOW, THEREFORE, for good and valuable consideration, the receipt and sufficiency of
which is hereby, and in the Task Order, acknowledged and agreed, and in consideration of the
mutual promises and covenants herein contained, the Parties agree as follows:
I. INDEMNIFICATION.
Artist specifically hereby indemnifies and saves and holds harmless City and its respective
employees, elected officials, agents, guests, and/or business invitees, from any and all liabilities,
losses, claims, actions, judgments for damages, expenses, or injury to any person or to property arising
as a result of:
A. Artist’s failure, or the failure of any agent, employee, or subcontractor of Artist to exercise
reasonable care, skill or diligence in the performance of any work or service under or related
to the Task Order and any and all addenda thereto;
B. Any breach of any representation, warranty or covenant made by Artist, or by any of Artist’s
agent(s), employee(s), or subcontractor(s);
C. Artist’s infringement of or upon any intellectual property rights, whether intentional or
unintentional, known or unknown, including any copyright or patent arising out of the
reproduction or use in any manner of any images, plans, designs, drawings, specifications,
information, material, sketches, notes or documents created or used by Artist in the
performance of any work or service under the Task Order and any and all addenda thereto;
and/or
D. The malfunction, breakage, or failure of the artwork, or any portion or component thereof,
created and installed under the Task Order and any and all addenda thereto.
Meridian City Council Meeting Agenda March 5, 2019 – Page 305 of 487
PROFESSIONAL SERVICES TASK ORDER – RENAISSANCE PARK PUBLIC ART PROJECT PAGE 20
II. WAIVER.
Artist hereby waives and releases, on behalf of himself, his employees, agents, heirs, executors,
administrators, assigns, and/or personal representatives, any and all claims and/or rights for
damages he now has or may hereafter have against the City of Meridian and/or its employees,
elected officials, agents, guests, and/or business invitees, suffered in connection with or arising out
of the performance of any work or service under or related to the Task Order. Except as otherwise
expressly delineated in the Task Order, Artist hereby waives any and all right, title, or interest in the
Artwork and/or all items created under, assembled pursuant to, and/or otherwise related to the Task
Order and any and all addenda thereto.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the
Effective Date first written above.
ARTIST:
Ken McCall
Manager, McCall Studios LLC
CITY OF MERIDIAN:
BY: __________________________________
Tammy de Weerd, Mayor
Attest: __________________________________
C.Jay Coles, City Clerk
Meridian City Council Meeting Agenda March 5, 2019 – Page 306 of 487