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2021-05-13 Meridian Arts Commission Meeting MERIDIAN ARTS COMMISSION MEETING City Council Chambers, 33 East Broadway Avenue Meridian, Idaho Thursday, May 13, 2021 at 3:30 PM MINUTES VIRTUAL MEETING INSTRUCTIONS Limited seating is available at City Hall. Consider joining the meeting virtually: https://us02web.zoom.us/j/81658465363 Or join by phone: 1-669-900-6833 Webinar ID: 816 5846 5363 ROLL-CALL ATTENDANCE _x____ Lizzie Taylor _x____ Maria Tzompa, arrived 3:35pm _x____ Jessica Peters, Vice Chair, _x____ Jenifer Cavaness-Williams arrived 3:54 _____ Natalie Schofield __x___ Thomas Vannucci _x____ Bonnie Zahn Griffith, Chair __x___ Raeya Wardle _x____ Leslie Mauldin, arrived 3:42pm _____ Joe Borton, Ex-Officio ADOPTION OF AGENDA J. Cavaness-Williams made motion to adopt agenda, seconded by T. Vannucci All ayes APPROVAL OF MINUTES [ACTION ITEM] 1. Minutes from April 8, 2021 Regular Meeting T. Vannucci made motion to approve minutes, seconded by R. Wardle All ayes APPROVAL OF MONTHLY FINANCIAL STATEMENTS [ACTION ITEM] 2. Monthly Financial Statement for April 2021 L. Taylor made motion to approve monthly financial statement, seconded by M. Tzompa All ayes REPORTS [ACTION ITEM] Update: Initial Point Gallery Subcommittee 3. Initial Point Gallery Current and Future Exhibits In N. Schofield’s absence, A. Belnap reported that the West Ada School District is currently exhibiting in the Initial Point Gallery. 4. Call to Artists for Initial Point Gallery Calendar 2022 Deadline: May 26, 2021 A. Belnap also reported that there was a typo on a graphic that she sent out that said the deadline was May 26 instead of May 16. The official deadline has been rescheduled to May 26 to accommodate the mistake. A. Belnap will reach out to the Initial Point Gallery Subcommittee to reschedule the selection panel meeting. Update: Public Art Subcommittee 5. Selection Process for Traffic Box Series 2021 The Public Art Subcommittee scored and reviewed all submissions for the Traffic Box Repository in their last meeting. The Subcommittee selected all art pieces that scored 85 points and higher, a total of 18 accepted art pieces will be in the repository from 2021-2023. 6. Review of Initial Designs for the Meridian Mural Series Also in the last Subcommittee meeting, the Subcommittee reviewed the initial mural designs with the muralists and property owners. The Subcommittee was so impressed and excited about the direction the murals are taking. The next draft of the murals will be reviewed next week on May 20th. 7. Request for Proposals for Ten Mile Trailhead Installation Deadline: May 19, 2021 The Public Art Subcommittee is invited to be part of a selection panel to review the designs on May 26th. A. Belnap will send out an invite. Update: Arts Inclusivity Meridian Subcommittee 8. Creating Actionable Goals for Inclusivity T. Vannucci informed the Commission that the AIM Subcommittee will introduce a memo and action items in the June meeting. Update: Events & Outreach Subcommittee 9. Preparing Concerts on Broadway L. Mauldin stated that the Subcommittee hasn’t been able to meet in several months, so there is not much of an update. 10. Coordinating Art Week The format of Art Week is still to be determined. 10. Other Events: Mural Reveals & Christmas in Meridian The seamstress that the subcommittee had looked into for Dickens Singer costumes is not working with a major company in Sun Valley and is likely not going to be as available. Still under discussion. NEW BUSINESS [ACTION ITEMS] 12. Approve Artwork Selected for the Traffic Box Repository 2021-2023 J. Peters introduced the artwork and praised the artists for such high quality work. A. Belnap explained that the Public Art Subcommittee will select the artwork for the traffic box series at their next meeting, it will go for Commission approval in June and in front of City Council shortly after that. NEXT MEETING - June 10, 2021 ADJOURNMENT L. Mauldin made motion to adjourn meeting, seconded by T. Vannucci All ayes Meeting adjourned at 4:02pm To develop, advance, and nurture all facets of the arts to enhance the quality of life for Meridian residents and its visitors MERIDIAN ARTS COMMISSION MEETING City Council Chambers, 33 East Broadway Avenue Meridian, Idaho Thursday, May 13, 2021 at 3:30 PM All materials presented at public meetings become property of the City of Meridian. Anyone desiring accommodation for disabilities should contact the City Clerk's Office at 208-888-4433 at least 48 hours prior to the public meeting. Agenda VIRTUAL MEETING INSTRUCTIONS Limited seating is available at City Hall. Consider joining the meeting virtually: https://us02web.zoom.us/j/81658465363 Or join by phone: 1-669-900-6833 Webinar ID: 816 5846 5363 ROLL-CALL ATTENDANCE _____ Lizzie Taylor _____ Maria Tzompa _____ Jessica Peters, Vice Chair _____ Jenifer Cavaness-Williams _____ Natalie Schofield _____ Thomas Vannucci _____ Bonnie Zahn Griffith, Chair _____ Raeya Wardle _____ Leslie Mauldin _____ Joe Borton, Ex-Officio ADOPTION OF AGENDA APPROVAL OF MINUTES [ACTION ITEM] 1. Minutes from April 8, 2021 Regular Meeting APPROVAL OF MONTHLY FINANCIAL STATEMENTS [ACTION ITEM] 2. Monthly Financial Statement for April 2021 REPORTS [ACTION ITEM] Update: Initial Point Gallery Subcommittee 3. Initial Point Gallery Current and Future Exhibits 4. Call to Artists for Initial Point Gallery Calendar 2022 Deadline: May 26, 2021 Update: Public Art Subcommittee 5. Selection Process for Traffic Box Series 2021 1 6. Review of Initial Designs for the Meridian Mural Series 7. Request for Proposals for Ten Mile Trailhead Installation Deadline: May 19, 2021 Update: Arts Inclusivity Meridian Subcommittee 8. Creating Actionable Goals for Inclusivity Update: Arts Inclusivity Meridian Subcommittee 9. Preparing Concerts on Broadway 10. Coordinating Art Week 11. Other Events: Mural Reveals & Christmas in Meridian NEW BUSINESS [ACTION ITEMS] 12. Approve Artwork Selected for the Traffic Box Repository 2021-2023 NEXT MEETING - June 10, 2021 ADJOURNMENT 2 MERIDIAN ARTS COMMISSION MEETING City Council Chambers, 33 East Broadway Avenue Meridian, Idaho Thursday, April 08, 2021 at 3:30 PM MINUTES VIRTUAL MEETING INSTRUCTIONS Limited seating is available at City Hall. Consider joining the meeting virtually: https://us02web.zoom.us/j/89552600636 Or join by phone: 1-669-900-6833 Webinar ID: 895 5260 0636 ROLL-CALL ATTENDANCE _x____ Lizzie Taylor _x____ Maria Tzompa _x____ Jessica Peters, Vice Chair _____ Jenifer Cavaness-Williams _x____ Natalie Schofield _x____ Thomas Vannucci _x____ Bonnie Zahn Griffith, Chair _x____ Raeya Wardle _x____ Leslie Mauldin _____ Joe Borton, Ex-Officio ADOPTION OF AGENDA L. Taylor made motion to adopt the agenda, seconded by J. Peters All ayes APPROVAL OF MINUTES [ACTION ITEM] 1. Minutes from March 11, 2021 Regular Meeting J. Peters made motion to approve the minutes, seconded by T. Vannucci and L. Taylor All ayes APPROVAL OF MONTHLY FINANCIAL STATEMENTS [ACTION ITEM] 2. Monthly Financial Statement for March 2021 L. Mauldin made motion to approve the monthly financial statement, seconded by T. Vannucci and N. Schofield All ayes REPORTS [ACTION ITEM] 3 Item 1. Initial Point Gallery Subcommittee 3. Initial Point Gallery Current and Future Exhibits N. Schofield informed the commissioners that artists Mark McGinnis and Shaun Muscolo are currently exhibiting in the Gallery. T. Vannucci was the Opening Reception host and reported that around 42-43 people attended and the artists were very accommodating and welcoming 4. Call to Artist for Initial Point Gallery Calendar 2022 N. Schofield reminded the commissioners that the Call to Artist for the Initial Point Gallery Calendar 2022 is open for applications. 5. Proceeding with Bid Process for Gallery Information Brochure The Subcommittee created an informatory brochure for interested artists and A. Belnap is going to get bids for printing the brochure. Events & Outreach Subcommitee Project Overview 6. Preparing for Concerts on Broadway L. Mauldin informed the Commission that the Subcommittee’s next meeting is April 26. For Concerts on Broadway, the first two performing bands lined up. The performance on September 25 will be more of a variety show and doesn’t need as much time to put together. We are still not sure what it is going to look like in terms of the pandemic. 7. Brainstorming for Art Week The Subcommittee is still figuring out what Art Week will look like with the Parks Department for Art Week. 8. Researching Dickens Singer costumes The Subcommittee is still working with costume designer, determining what is possible and the pricing for this project. 9. Formulating holiday contribution to Christmas in Meridian The Subcommittee is considering several concepts and participation in Christmas in Meridian is to be determined. Public Art Subcommittee Project Overview 10. Call to Artist for Traffic Box Repository 2021-2023 The Call to Artists for the Traffic Box Repository has been released and J. Peters requested that the commissioners share the new with their contacts. Applications are due April 15. 11. Selection of new traffic box wraps from West Ada School District Annual Art Show L. Taylor and B. Griffith will be the Arts Commission representatives to select the artwork for the Arts Commission awards. 4 Item 1. 12. Request for Proposals from Parks Identity Roster artists for the Ten Mile Trailhead public art installation A. Belnap attached the RFP documents and reminded the Commission that this RFP is open to the three artists on the Parks Identity Roster. They held the pre- proposal conference last week and none of the artists attended, most likely due to their experience with the process. The Subcommittee will review the submissions with representatives from the Parks Department and the selected artwork will be put in front of the Commission for final approval. B. Griffith asked why there were only three artists on the Parks Identity Roster. A. Belnap elaborated that a Request for Qualifications was issued in 2019 and each of the artists signed a 3 year Masters Agreement. The Masters Agreements are valid for one more year. E. Kane clarified that the roster is a Parks initiative, meant for the Parks Identity projects and if the Arts Commission wanted to recommend a different plan of action, the Parks Department might open for input. She also stated that if Public Art Subcommittee is not satisfied with the submissions, the Arts Commission is not confined to use those proposals. 13. Formulating the Public Art Plan T. Vannucci is writing up notes on the workshop from last month. He explained that the notes will include the prioritization discussed in the workshop and proposed actionable items. Once finished, he will send the notes to A. Belnap and J. Peters to determine the responsible parties and next steps. The Public Art Subcommittee’s next meeting will be April 20. Arts Inclusivity Meridian Project Overview 14. Expounding on next steps with the manifesto The Subcommittee is meeting next week and will be looking at the Manifesto and how the Subcommittee can serve the other subcommittees and the whole Commission. NEW BUSINESS [ACTION ITEMS] 15. Recap of the Public Art Workshop on March 27, 2021 T. Vannucci gave thorough report during Public Art Subcommittee Report and had nothing to add. 16. Review of the Meridian Arts Commission Strategic Plan 2020-2025 A. Belnap introduced the Strategic Plan and explained its use and purpose. She recommended that the Subcommittees review each of the goals that are in their realm of impact and influence. She also suggested that each subcommittee include the Strategic Plan as an agenda item in their next meeting. T. Vannucci pointed out that there are not measurement tools and recommended metrics to measure the success of the Commision in meeting goals. L. Mauldin explained that the Commission has slowly been working towards prioritizing the deliverables by 5 Item 1. labeling them long-, mid-, near- term projects but that improvement could be made. E. Kane explained that if the Commission wants to make changes to the Plan, it needs to be adopted by resolution by City Council. She says it is possible to change, but not easy. She alsoexplained that this document is especially important to plan MAPS spending. NEXT MEETING - May 13, 2021 ADJOURNMENT N. Schofield made motion to adjourn the meeting, seconded by T. Vannucci All ayes Meeting adjourned at 4:09pm 6 Item 1. Total YTD Budget Budget Actual Remaining REVENUES Donations/Sponsorships Concerts on Broadway -$ 10,000.00$ (10,000.00)$ Initial Point Gallery -$ Traffic Box Wraps -$ TOTAL REVENUE -$ 10,000.00$ (10,000.00)$ EXPENSES Arts Development* 2,000.00$ 2,000.00$ *May include expenses related to training/conferences and/or general arts development outreach efforts Concerts on Broadway 10,000.00$ 10,000.00$ Performing Arts 7,000.00$ 3,331.00$ 3,669.00$ Initial Point Gallery 700.00$ 700.00$ School Dist Art Show Awards 50.00$ 50.00$ Art Week 2,800.00$ 2,800.00$ Public/Private Mural Program -$ -$ Public Art Plan Consultant & Final Document -$ Other Expenses**950.00$ 127.99$ 822.01$ **May include expenses associated with the Dairy Days Art Show and/or Art Week SUBTOTAL 23,500.00$ 3,458.99$ 20,041.01$ PUBLIC ART PROJECTS Art in Public Places Mural series (Carryforward) 21,300.00$ 500.00$ 20,800.00$ MAPS - Traffic Box Wraps -$ -$ MAPS - Public Art/Signage in Parks (Carryforward)28,096.00$ 28,096.00$ MAPS - Public Art/Signage in Parks 50,000.00$ 50,000.00$ TOTAL PUBLIC ART PROJECTS 99,396.00$ 500.00$ 98,896.00$ TOTAL EXPENSES 122,896.00$ 3,958.99$ 118,937.01$ FY2021 Budget to Actual Comparison 5/6/2021 1 of 1 FY21 Summary7 Item 2. City Of MeridianPosted General Ledger TransactionsEffective DateTransaction DescriptionIDAmount3/1/2021 pay #1 Meridian classroom virtual performancesTREASURE VALLEY CHIL2,331.00 3/1/2021 POSTAGE USE, February 2021PITNEY RESERVE0.00 3/17/2021 Summer Theater in the Park sponsor pay #2TREASURE VALLEY CHIL1,000.00 3/24/2021 post-it notes - qty 1 pkOFFICE DEPOT12.99 3/31/2021 VISA-BOISE BISTRO MARKET- lunch for MAC Special Meeting Public Art Workshop on 3/27/21BANK OF AMERICA VISA115.00 4/22/2021 pay #1 initial designs for mural series BEN KONKOL500.00 5/6/20211 of 1Expense detail8Item 2. WEST ADA SCHOOL DISTRICT ANNUAL ART SHOW M e r i d i a n C i t y H a l l , T h i r d F l o o r , 8 a m -5 p m , M a y 7 -J u n e 2 PRESENTSInitial Point GalleryTHE 9 Item 3. APPLY FOR AN Deadline: May 16, 2021 Initial Point Gallery EXHIBITION Deadline: May 26, 2021 meridiancity.org/callstoartists 10 Item 4. 2021 Traffic Box Art Submissions THESE SLIDES ONLY INCLUDE ARTIST IMAGES, OTHER APPLICATION MATER IALS CAN BE FOUND THROUGH THE LINK BELOW BY CLICKING ON INDIVIDUAL ARTIST FI LES: HTTPS://DRIVE.GOOGLE.COM/DRIVE/FOLDERS/15PZRYICXOCGCWEGLOHFOJYAH LIOF_P 5Y?USP=SHARING 11 Item 5. Alyssa Harrsch Waterpaint Landscape 12 Item 5. Ameerah Bader Amble Blue Moon Still Life Still Here Week 24 13 Item 5. AnnaKoren Brandt How We Live Now What are you going to do today, Napoleon? Golden Eyes 14 Item 5. Annie Adams Reverent Reverie Ruby at Dawn 15 Item 5. April Davis Nebula Crashing Waves Glimmer of Hope 16 Item 5. Ashlyn McCall Breath of Fire Seal Splash 17 Item 5. Brooke Rowen Antisocial Media 18 Item 5. Catherine Crews Bird Collage Sunset House Bluebird 19 Item 5. Cindi Walton Soar Over Sagebrush Steppe #1 Into the Blue Shelter in Place 20 Item 5. Dave English Brock 21 Item 5. Deb Pence Mushroom Storytime 22 Item 5. Gary McCall Idaho I Idaho II Idaho III 23 Item 5. Hallie Maxwell Close-knit Sunset on the Seine Trees 24 Item 5. Joyce Green Jerseys in Idaho Flume Fortissimo Basque Dancers 25 Item 5. Julie Edwards Candy in the Sky Forest Floor Slice 26 Item 5. Katie Wells Cerulean Sea Rebecca’s Pathway Solace in the Foothills 27 Item 5. Kris Rehn Boise River Colorful Rainbow Trout Boise River Rainbow 28 Item 5. Lauralee Schumann Barn After Sunset Boise River Sunday Bundt 29 Item 5. Lisa Flowers Ross In Vein II Indian Summer Color Fields #14 30 Item 5. Lisa Hlavinka Mother Earth: Fire &Rebirth Mother Earth: IntertwinedMother Earth: Silence 31 Item 5. Lupe Galvan Sawtooths Pronghorn Deer at Dusk 32 Item 5. Marne Elmore Gila Rattler BillyUntitled (Buffalo) 33 Item 5. Mary Gardiner Hot, hot, hot SplashMystery 34 Item 5. Miguel Almeida Somos Idaho Tu Lucha Es Mi LuchaDiaDe Los Muertos 35 Item 5. Peggy Akovenko Motivated Young Dancer Roses Blue Herron 36 Item 5. Rachel Linquist Three Pears in a Blue Bowl Road Trip in the MountainsAt the Keys 37 Item 5. Rosa Cruz Cocoon of InclusionPsycodelicFlower of DiversityHorizontal Connection 38 Item 5. Shawna Green Adventure Awaits My Love 39 Item 5. Stephanie Inman High Desert Living Desert Up High and Down Low 40 Item 5. Steve Pence Antelope Lucky Dog Birch Trees 41 Item 5. Tisha Johnson Lilies for Lillus She was Brave EnoughShe Took Time 42 Item 5. Tran Tran Drama Sky Black PrideWinter Lake 43 Item 5. PUBLIC ART SUBCOMMITTEE MEETING Parks and Recreation Conference Room, 33 East Broadway Avenue Ste 206 Meridian, Idaho Tuesday, April 20, 2021 at 4:30 PM MINUTES VIRTUAL MEETING INSTRUCTIONS Limited seating is available at City Hall. Consider joining the meeting virtually: https://teams.microsoft.com/l/meetup- join/19%3ameeting_YTNhZTJjNmYtNzI4ZS00OTY0LWIyOTYtNWI5ODI0OWJkNmFj%40th read.v2/0?context=%7b%22Tid%22%3a%22b844df29-8272-41a9-9862- 5a8e63e5f93a%22%2c%22Oid%22%3a%2241e2fc1d-e723-4cd9-9cd3- c847775577fe%22%7d ROLL-CALL ATTENDANCE __x___ Lizzie Taylor _x____ Raeya Wardle __x___ Jessica Peters, Chair _x____ Thomas Vannucci __x___ Bobby Gaytan APPROVAL OF MINUTES [ACTION ITEM] 1. Approve Minutes from January 19, 2021 Meeting T. Vannucci made motion to approve minutes All ayes ACTION ITEMS 2. Select Subcommittee Member to Take Minutes for Public Art Subcommittee Meetings A. Belnap explained that the MAC Chair requested more detailed minutes and in order to deliver that, it would be best if a commissioner would be able to take the responsibility of writing minutes for each meeting. The Subcommittee decided to do a rotation and take turns writing minutes. 3. Select Artwork for Traffic Box Repository 2021-2023 A. Belnap showed the Subcommittee a PowerPoint presentation of all Traffic Box submissions and informed the Subcommittee of the average number of points for 44 Item 6. each submission. This average number was based on the scores the Subcommittee members submitted, along with the top ranked artwork for each submission. . The Subcommittee felt that the scores were an accurate representation and decided to accept the applicants with scores higher than 85 points, a total of 18 artists A. Belnap will put the selected artists on the May Commission agenda for final approval. 4. Review and Provide Feedback for Sector Seventeen's Mural Design for Boise Co-op Mural Sector Seventeen introduced their initial designs, see below. Mo Valko and Mark Neumann from the Boise Co-op had positive feedback for all three designs, including the use of geometric shapes to fill the space and the focus on local agriculture. They also pointed out the design with the bee as a standout. The Subcommittee agreed with the comments and appreciated the cleverness that Sector Seventeen exhibited in their designs. Multiple subcommittee members identified the design with the bee as their favorite as well. The Subcommittee offered feedback such as providing the bee with a narrative or purpose for its placement, like utilizing a flowering crop in the field. The Subcommittee and the representatives from the Boise Co-op also discussed wrapping the mural around the corner to the northside. M. Neumann will confirm this with the property owner and let them know. Sector Seventeen will make adjustments to the design with the bee and submit it for final review. 5. Review and Provide Feedback for Ben Konkol's Design Draft for Meridian Cycles Mural B. Konkol introduced his initial designs, see below, and showed the creative process he took to arrive at the designs. The Subcommittee again had all positive things to say. Each design stood out for different reasons and the Subcommittee had trouble picking out one above the rest. The Subcommittee appreciated the first design for its dynamism and use of eye catching large scale, the second design for its interesting narrative, and the third design for its whimsical, idealistic nature. The Subcommittee also had suggestions for each design, including a more indentifiable landscape for Design #1, including boys and girls in Design #2 with a more non-descript background, and changing the shapes of the clouds to food or animals that Meridian is known for like corn or cows. Krista McKenna from Bicycle Meridian also had positive things to say about all three designs. Eventually, the subcommittee and B. Konkol decided to move forward with Design #1. NEXT MEETING - May 18, 2021 ADJOURNMENT L. Taylor made motion to adjourn the meeting, seconded by T. Vannucci All ayes Meeting adjourned at 6:15pm 45 Item 6. 46 Item 6. 47 Item 6. 48 Item 6. MERIDIAN CYCLES 2021 Mural Concepts 404112 49 Item 6. SKETCHES Mural Concepts 50 Item 6. GRAPHIC Mural Direction 01 Giant handlebars and saddle rise into frame. Iconic buildings from early Meridian frame the background. 51 Item 6. NARRATIVE Mural Direction 02 A bike race occurs in front of the historic Dairy Bar. A worker enters the establishment in the background. 52 Item 6. CONCEPTUAL Mural Direction 03 Two young adults have parked their bikes on a grassy hill. They watch clouds shaped like historic Meridian buildings. 53 Item 6. APPENDIX Rough Thumbnails 54 Item 6. 55 Item 6. 56 Item 6. 57 Item 6. 58 Item 6. +1.208.407.2019 | ben@benkonkol.com | benkonkol.com THANK YOU Our work together is important to me, and I value the time and resources of my clients. In the spirit of protecting the integrity of our creative engagement, I encourage an open dialogue surrounding this project, and I welcome any feedback you’d like to provide. Sincerely, Ben Konkol 59 Item 6. Page 1 of 2 PROCUREMENT DIVISION Keith Watts, Procurement Manager 33 East Broadway Ave., Ste. 106 Meridian, ID 83642 Phone: (208) 489-0328 Fax: (208) 887-4813 REQUEST FOR PROPOSALS RFP NO. PKS-2116-11260 CONTRACT SPECIFICATIONS FOR: CALL TO ARTISTS – PARK IDENTITY TEN MILE TRAILHEAD PROPOSALS MUST BE RECEIVED NO LATER THAN 4:00 P.M. MAY 19, 2021 Proposals must be submitted through the City’s Bonfire portal (https:/meridiancity.bonfirehub.com) prior to the due date and time Pre-Proposal Meeting Date: March 31, 2021 4:00 PM Not Mandatory Location: On-site Ten Mile Trailhead 3430 N Ten Mile Rd. Meridian, ID PROJECT DESCRIPTION The City of Meridian, Idaho is seeking proposals from respondents currently on the Park Identities Art Roster to create theming element(s) that give Ten Mile Trailhead functional pieces of artwork. 60 Item 7. QUESTIONS The Q&A period for this opportunity as stated in the attached starts March 19, 2021. The Q&A period for this opportunity ends April 26, 2021 12:00 PM MST. Questions must be submitted through the City’s Bonfire website. You will not be able to send messages after the Q&A period. Your proposal submission must be uploaded, submitted, and finalized prior to the Closing Time listed above. We strongly recommend that you give yourself sufficient time and at least ONE (1) day before Closing Time to begin the uploading process and to finalize your submission. ANTICIPATED PROJECT SCHEDULE The following is an outline of the anticipated schedule for the proposal review and contract award. Schedule is subject to change. March 19, 2021 Issue Request for Proposal (RFP) March 31, 2021 Pre-Proposal Meeting April 12, 2021 Intent to Propose Due April 26, 2021 12:00 PM Question Period Ends April 30, 2021 Addendum Issued (if needed) May 19, 2021 @ 4:00 PM Proposals Due May 20-26, 2021 Evaluation Period June 10, 2021 Make Recommendation TBD NTP CITY’S REPRESENTATIVE Procurement Representative Sandra Ramirez, Buyer 33 E Broadway Ave. Ste. 106 Meridian, ID 83642 (208) 489-0416 Fax (208) 887-4813 sramirez@meridiancity.org Dated: _________________________ CITY OF MERIDIAN _______________________________ Sandra Ramirez, Buyer 3/19/2021 61 Item 7. FORMAL REQUEST FOR PROPOSALS PROJECT SPECIFICS & SCOPE OF WORK CITY OF MERIDIAN Meridian, Idaho 83642 BACKGROUND / PURPOSE The City of Meridian is soliciting proposals from respondents for a public art project(s) that create and/or enhance the overall park identity at the Ten Mile Trailhead. The objective of the project is to create a theming element, or elements, that give the trailhead a true identity and sense of place. 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. The Ten Mile Trailhead is a new trailhead facility located at 3430 N Ten Mile Road (north of Ustick Rd, across from the City wastewater treatment plant). The Trailhead, which is partially constructed and scheduled for completion this spring, will serve as the first ever ‘gateway’ to the Five Mile Pathway, one of the City’s priority pedestrian routes. When complete, this 1.5-acre property will offer amenities such as bike parking and repair facilities, drinking water and restrooms, plaza space, benches and site furnishings, and both traditional and low-water landscape. SCOPE OF SERVICES / SPECIFICATIONS The successful proposer will be required to create and/or enhance the overall park identity at the Ten Mile Trailhead by creating a theming element, or elements, that give the trailhead a true identity and sense of place. Meridian Arts Commission (MAC) and Meridian Parks & Recreation Commission (MPRC) are interested in elements that can be functional pieces in the park and/or that are highly visible and appropriate to both park users and passersby. Pieces that contain nudity, inappropriate language or other objects unsuitable for public viewing may be deemed unresponsive. The selected artist will be responsible to fabricate and install the artwork, in accordance to an executed Task Order with the City and within the project’s final budget and timeline. A stipend of $500 will be available to artists who submit an Intent to Propose. The stipend is for the development of the maquette. The projects overall budget totals $35,000, which includes all costs for engineering, materials, fabrication, permitting, travel, contingencies, and installation of the artwork. GUIDELINES / CONTENT To be considered responsive, proposals should address all items identified in this section. Please note: Some items require that the Proposer provide a detailed response and/or attachment. Failure to provide a complete response may be grounds for rejection of proposal. Furthermore, proposals should be prepared in such a way as to provide a straightforward and concise 62 Item 7. 2 of 3 discussion of the Proposer’s ability to provide the services that can best satisfy the requirements herein and the needs of CITY. Elaborate or unnecessarily lengthy documents are discouraged. Emphasis should be concentrated on conformance to the RFP instructions, responsiveness to the RFP requirements and on completeness and clarity of content. In order to facilitate evaluation and comparison, proposals should be submitted in the format described in this section. Format instructions must be adhered to. All requirements and requests for information in the proposal must be responded to. All requested data must be supplied. Failure to comply with this requirement may be cause for rejection. Criteria necessary to evaluate the proposals in relation to the service being sought are included in the RFP documents and will be established and weighted. At a minimum, criteria will include, experience, references, compliance to the specifications and requirements for the service provided that the City may use to award contracts to the Proposer it determines appropriate. SUBMITTAL REQUIREMENTS Letter of Introduction and References: Generally describe your business experience. To include past work experiences on similar projects. Provide a list of two references to include; name, address, phone number, and email whom the City could contact to verify previous related work experience. Artwork Description: Include digital images (.jpg format) or drawings of the proposed conceptual designs or projects to be considered, and related maquettes. Provide details of materials to be used, dimensions, anticipated maintenance, and any other significant information. Projected Timeline and Pricing: Proposer shall provide a timeline/schedule of work for the project artwork. Presentation: Present proposals and maquettes in front of evaluation panelists. Presentations to be no more than 10 minutes in length and will be followed by Q&A from panelists. BASIS FOR SELECTION This Request for Proposals will be evaluated utilizing the criteria listed below. History from the current and previous projects and customers of the respondent may be used to evaluate some of the criteria. a. Adherence to RFP (10 Points) b. Prior Experience and References (20 Points) c. Understanding of Project Objectives (50 points) d. Timeline and Cost (10 points) e. Presentations (10 Points) 63 Item 7. 3 of 3 BONFIRE SUPPORT The City uses a Bonfire portal for accepting and evaluating proposals digitally. Please contact Bonfire at Support@GoBonfire.com for technical questions related to your submission. You can also visit their help forum at https://bonfirehub.zendesk.com/hc 64 Item 7. FORMAL REQUEST FOR PROPOSALS GENERAL INFORMATION AND INSTRUCTIONS TO PROPOSER CITY OF MERIDIAN Meridian, Idaho 83642 PRE-PROPOSAL MEETING The Pre-Proposal meeting, if contemplated on the cover of this solicitation, will be on-site. DEFINITIONS, TERMS & CONDITIONS AND SPECIFICATIONS Additional Terms & Conditions – See separate document titled Sample Agreement COMMUNICATIONS The City will use the BonfireHub website (https://meridiancity.bonfirehub.com) for the following activities: • To post the RFP • To receive any questions or inquires • To issue any associated addenda • To post award notice (including value of award) To contact the Organization or ask questions in relation to this RFP, respondents must register through the City’s public procurement portal at meridiancity.bonfirehub.com (the “Portal”) and initiate the communication electronically through the Opportunity Q&A. The City will not accept any respondent’s communications by any other means, except as specifically stated in this RFP. ADDENDA All new information to respondents by way of addenda. This RFP may be amended only by addendum in accordance with this section. If the City of Meridian, for any reason, determines that it is necessary to provide additional information relating to this RFP, such information will be communicated to all respondents by addendum posted on the City’s public purchasing portal at meridiancity.bonfirehub.com. Each addendum forms an integral part of this RFP and may contain important information, including significant changes to this RFP. Respondents are responsible for obtaining all addenda issued by the City. BONDING AND INSURANCE A successful Proposer shall acquire and maintain, at his/her own expense, all insurance and bonds described in accordance with the City of Meridian Standard Contract document found included in this solicitation. 65 Item 7. 2 of 4 CONDITIONS AFFECTING THE WORK Before submitting a proposal, each respondent must (1) examine the Request for Proposals documents thoroughly and satisfy themselves as to their sufficiency, and shall not at any time after submission of the Proposal, dispute such specifications and the directions explaining or interpreting them, (2) visit the site to familiarize themselves with the layout of the downtown and the concept plan site, (3) familiarize themselves with Federal, State and Local laws, ordinances, rules and regulations that may, in any manner, affect cost, progress or performance of the work; and (4) study and carefully correlate respondent’s observations with the Request for Proposal’s. Failure to do so will not relieve respondent from responsibility for estimating properly the difficulty or cost of successfully performing the work. The City will assume no responsibility for any understanding or representations concerning conditions made by any of its officers or agents prior to the execution of the contract, unless included in the Request for Proposal’s, or any addendum. AWARD OF CONTRACT DOCUMENTS Award will be made to the Proposer proposing the most advantageous and qualified proposal after considerations of all evaluation criteria set forth herein. The criteria are not listed in any order of preference. CITY will establish an evaluation committee. The committee will evaluate all proposals received in accordance with the evaluation criteria. The evaluation committee may also contact and evaluate the Proposer’s and subcontractor’s references (if any), contact any Proposer to clarify any response, contact any current users of an Proposer’s services, solicit information from any available source concerning any aspect of a proposal, and seek and review any other information deemed pertinent to the evaluation process. CITY reserves the right to establish weight factors that will be applied to the criteria depending upon order of importance. Evaluation scores will not be released until after notice of intent to award is issued. CITY shall not be obligated to accept the lowest priced proposal, but will make an award in the best interests of CITY after all factors have been evaluated. While CITY intends to enter a contract for these services, it will not be bound to do so. CITY reserves the right to reject any or all proposals. CITY shall be the sole judge of the successful offers hereunder. Proposers are advised that it is possible that an award may be made without discussion or any contact concerning the proposals received. Accordingly, proposals should contain the most favorable terms from a price and technical standpoint, which the vendor can submit to CITY. DO NOT ASSUME that you will be contacted or afforded an opportunity to clarify, discuss, or revise your proposal. Award will be by means of a written agreement with the successful Proposer. A Notification of Intent to Award may be sent to all Proposers. Award is contingent upon the successful negotiation of final contract terms. Negotiations shall be confidential and not subject to disclosure until an agreement is reached. If contract negotiations cannot be concluded successfully, CITY may negotiate with the next highest scoring Proposer or withdraw the RFP. PROPOSER’S COST 66 Item 7. 3 of 4 The Proposer will be responsible for all costs (including site visits where needed) incurred in preparing or responding to this RFP. All materials and documents submitted in response to the RFP become the property of the City and will not be returned. RIGHTS TO PERTINENT MATERIALS All responses, inquiries, and correspondence relating to the Request for Proposals and all reports, charts, coverage maps, displays, schedules, exhibits, and other documentation produced by the proposer that are submitted as part of the proposal shall become the property of the City after the submission deadline. PUBLIC RECORDS The City of Meridian is a public agency. All documents in its possession are public records. Proposals are public records and, except as noted below, will be available for inspection and copying by any person. If any Proposer claims any material to be exempt from disclosure under the Idaho Public Records Law, the Proposer will expressly agree to defend, indemnify and hold harmless the City from any claim or suit arising from the City's refusal to disclose any such material. No such claim of exemption will be valid or effective without such express agreement. The City will take reasonable efforts to protect any information marked "confidential" by the Proposer, to the extent permitted by the Idaho Public Records Law. Confidential information must be submitted in a separate envelope, sealed and marked "Confidential Information" and will be returned to the Proposer upon request after the award of the contract. It is understood, however, that the City will have no liability for disclosure of such information. Any proprietary or otherwise sensitive information contained in or with any Proposal is subject to potential disclosure. EVALUATION Before a contract will be awarded, the City may conduct reference investigations as is necessary to evaluate and determine the performance record and ability of the top ranked Proposer(s) to perform the size and type of work to be contracted, and to determine the quality of the service being offered. By submitting a proposal, you authorize the City to conduct reference investigations as needed. Proposals will be evaluated by a selection committee comprised of City of Meridian employees, and may include citizens of the City. PRESENTATIONS The City may choose to invite those respondents, which are determined to be best qualified, to make a presentation to the City. If it is determined that presentations will be required, an additional evaluation will be conducted and incorporated into the final scoring. Further information may be provided to the prospective respondents after the initial selection. FINANCIAL STATEMENT Proposers may be requested provide a current financial statement or the latest annual report. Proposers shall make a definitive statement regarding their financial ability to perform the requirements hereunder. 67 Item 7. 4 of 4 WARRANTY / GUARANTEE Contractor delivering equipment / goods against this specification shall guarantee that the equipment / goods meet the minimum requirements set forth herein. If it is found that the equipment / goods delivered do not meet the minimum requirements of this specification, the Contractor will be required to correct the same at the Contractor’s expense. BRAND NAME Brand names and numbers, when used, are for reference to indicate the character and quality desired. Contractors may offer comparable “EQUAL” products unless expressly prohibited herein. If necessary, the burden of proof and cost on analysis to determine equality shall be that of the Contractor. If proposing an “EQUAL”, please state name of manufacturer, model, and part number, if applicable, and enclose descriptive literature. BONFIRE SUPPORT The City uses a Bonfire portal for accepting and evaluating proposals digitally. Please contact Bonfire at Support@GoBonfire.com for technical questions related to your submission. You can also visit their help forum at https://bonfirehub.zendesk.com/hc 68 Item 7. ARTS INCLUSIVITY MERIDIAN SUBCOMMITTEE MEETING Meeting Room A, 33 East Broadway Avenue Meridian, Idaho Wednesday, April 14, 2021 at 5:00 AM MINUTES VIRTUAL MEETING INSTRUCTIONS Limited seating is available at City Hall. Consider joining the meeting virtually: https://bit.ly/3mDmTcr ROLL-CALL ATTENDANCE __x___ Tom Vannucci, Chair _x____ Natalie Schofield _____ Leslie Mauldin _x____ Jessica Peters APPROVAL OF MINUTES [ACTION ITEM] 1. Minutes from AIM Subcommittee Meeting on March 10, 2021 J. Peters made motion to approve minutes, seconded by N. Schofield All ayes DISCUSSION ITEMS 2. Create Actionable Goals Aligned with the AIM Manifesto T. Vannucci started by talking about the AIM Manifesto. Overall, the purpose is to work on fostering unity through inclusion. He referenced Tim Cook/Apple on becoming a force for good by focusing on representation, inclusion and accountability and make sure we are including everyone we can - be accessible. J. Peters brought up Americans for the Arts Cultural Center tool kit. J. Peters mentioned that for our Call to Artists she made sure to reach out to as many groups as she could. We can and should be inviting specific groups to our events. We could also partner to plan an event or gallery opening. Macro Goal - systemic change Micro Goal - Sub committee involvement....What are we each doing to support AIM? 69 Item 8. We are wondering if AIM will become politicized. We discussed how it is ok to be uncomfortable when making change. J. Peters brought up a Land Acknowledgement before a meeting and A. Belnap thought that might be better suited if we have an art installation. Something to think about. ACTION ITEMS NEXT MEETING - May 12, 2021 ADJOURNMENT N. Schofield made motion to adjourn, seconded by J. Peters All ayes 70 Item 8. 2021 Traffic Box Art Selections 71 Item 12. Joyce Green, Jerseys in Idaho 72 Item 12. Lupe Galvan, Deer at Dusk 73 Item 12. Miguel Almeida, Somos Idaho 74 Item 12. Ameerah Bader, Still Life Still Here Week 24 75 Item 12. Lisa Flowers Ross, Indian Summer 76 Item 12. Tisha Johnson, She Took Time 77 Item 12. Catherine Crews, Bluebird 78 Item 12. Stephanie Inman, High Desert 79 Item 12. Dave English, Brock 80 Item 12. Cindi Walton, Into the Blue 81 Item 12. Tran Tran, Drama Sky 82 Item 12. April Davis, Crashing Waves 83 Item 12. Marne Elmore, Billy 84 Item 12. Mary Gardiner, Splash 85 Item 12. Rachel Linquist, At the Keys 86 Item 12. Rosa Cruz, Cocoon of Inclusion 87 Item 12. Hallie Maxwell, Sunset on the Seine 88 Item 12.