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2022-01-13 Meridian Arts Commission 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, January 13, 2022 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 To join the meeting online: https://us02web.zoom.us/j/83911221222 Or join by phone: 1-669-900-6833 Webinar ID: 839 1122 1222 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. Approve Minutes from December 9, 2021 Regular Meeting APPROVAL OF MONTHLY FINANCIAL STATEMENTS [ACTION ITEM] 2. Approve Monthly Financial Statement from December 2021 REPORTS [ACTION ITEM] 3. Introduce Cassandra Schiffler, New Arts & Culture Coordinator Update: Initial Point Gallery Subcommittee 4. Initial Point Gallery Current and Upcoming Exhibit 5. Upcoming: 2022 Initial Point Gallery Subcommittee Chair Nominations, Elections and Discussion of Subcommittee Meeting Functional Needs Update: Events& Outreach Subcommittee 6. Recap: Christmas in Meridian Ornament Drop 2021 7. Drafting Outline for Art Week 2022 8. Upcoming: 2022 Events and Outreach Chair Nominations and Elections Update: Public Art Subcommittee 9. Identifying Final Locations for the Meridian Mural Series 10. Review Stephanie Inman’s Design for the Ten Mile Trailhead Public Art Installation 11. Upcoming: 2022 Public Art Subcommittee Chair Nominations and Elections NEW BUSINESS [ACTION ITEMS] 12. Funding Request Presentation by Autumn Kersey of Treasure Valley Children's Theater 13. 2022 Meridian Arts Commission Chair and Vice Chair Elections NEXT MEETING - February 10, 2022 ADJOURNMENT 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, January 13, 2022 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. MINUTES VIRTUAL MEETING INSTRUCTIONS To join the meeting online: https://us02web.zoom.us/j/83911221222 Or join by phone: 1-669-900-6833 Webinar ID: 839 1122 1222 ROLL-CALL ATTENDANCE __x__ Lizzie Taylor _____ 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 J. Peters made motion to adopt agenda; seconded by L. Mauldin. All ayes APPROVAL OF MINUTES [ACTION ITEM] 1. Approve Minutes from December 9, 2021 Regular Meeting L. Taylor made motion to approve minutes; seconded by L. Mauldin. All ayes APPROVAL OF MONTHLY FINANCIAL STATEMENTS [ACTION ITEM] 2. Approve Monthly Financial Statement from December 2021 L. Mauldin made motion to approve monthly financial statements; seconded by J. Peters. All ayes REPORTS [ACTION ITEM] 3. Introduce Cassandra Schiffler, New Arts & Culture Coordinator B. Zahn Griffith welcomed the City’s new Arts & Culture Coordinator, C. Schiffler. Presentation given by C. Schiffler (see attachment). Update: Initial Point Gallery Subcommittee 4. Initial Point Gallery Current and Upcoming Exhibit N. Schofield noted the current Initial Point Gallery exhibit is the same as December and will run through the end of January. B. Zahn Griffith noted the next exhibit opens February 4 and features four artists. 5. Upcoming: 2022 Initial Point Gallery Subcommittee Chair Nominations, Elections and Discussion of Subcommittee Meeting Functional Needs N. Schofield noted that there was talk about changing the Subcommittee Chair but she nominated herself to stay in the position unless anyone else would like to take the position. N. Schofield also noted that there was talk about changing some of the functionality of the Subcommittee’s meetings and how often the Subcommittee meets. N. Schofield asked for any ideas from the Commissioners. B. Zahn Griffith confirmed that these were all topics that would be discussed at the next Subcommittee meeting. Update: Events& Outreach Subcommittee L. Mauldin noted the Subcommittee has confirmed the Concerts on Broadway dates will be August 27, September 10, and September 24 and the Subcommittee will start working on booking bands. 6. Recap: Christmas in Meridian Ornament Drop 2021 L. Mauldin noted the Subcommittee agreed that the Ornament Drop was better than 2020 but not quite as well attended as the initial year of 2019. 7. Drafting Outline for Art Week 2022 L. Mauldin noted the Subcommittee discussed Art Week 2022 and possibly adding some new features, including the Treasure Valley Children’s Theater. C. Schiffler and L. Mauldin confirmed the dates for Art Week 2022 will be the Wednesday through Saturday following Labor Day. B. Zahn Griffith inquired if the opening reception for the Initial Point Gallery would be changed from the Friday before Labor Day to coincide with Art Week as it has in the past. C. Schiffler inquired if B. Zahn Griffith would like to make a motion to change the opening reception date to the Friday of Art Week. E. Kane confirmed no action can be taken on this as it is not an action item on the agenda so this will be discussed by the Events and Outreach Subcommittee at a future meeting. 8. Upcoming: 2022 Events and Outreach Chair Nominations and Elections Agenda item skipped. Update: Public Art Subcommittee 9. Identifying Final Locations for the Meridian Mural Series J. Peters noted that the Subcommittee is still working with unbound Library on the contract to have the next mural installed at their location. J. Peters noted the Subcommittee decided on January 31 as the deadline to have this contract signed. C. Schiffler noted a follow-up email was recently sent to unBound but she will call them in the next week if no response. C. Schiffler also noted there will most likely need to be a presentation given to the Library’s Board. J. Peters noted that the Subcommittee has discussed some additional mural locations for the mural designed by Sector 17 that was originally slated for the Meridian Boise Co-Op. C. Schiffler noted she has reached out to D&B but they have declined stating they have decided not to put big murals on their buildings. C. Schiffler noted she will begin following up with other potential mural locations. 10. Review Stephanie Inman’s Design for the Ten Mile Trailhead Public Art Installation J. Peters noted the Subcommittee reviewed changes made by S. Inman at the request of the Commission and took a vote but the vote was not unanimous to approve the most recent design; however, the Subcommittee did agree to add some color to the design. J. Peters noted that the City has moved ahead an agreement with the artist to move forward so now the process is to fabricate and install. J. Peters opened up the floor to the Commission to further discuss. T. Vannucci stated he was the one that was not in favor of moving forward and that he left the Subcommittee meeting disappointed in the outcome because he felt like the Subcommittee and the Commission were in alignment with how to move forward in each step of the process so he consulted with E. Kane to see how best to express his thoughts about what he wanted the Commission to understand. T. Vannucci stated the he feels like the Commission failed at various levels throughout the process and at this point in the process it should no longer be about liking or disliking the art piece as that is subjective, and at this point it should be an objective approach of how the Commission got to where it is now. T. Vannucci stated he feels like the Commissioners on the Subcommittee felt like there was no other choice but to move forward with the project based on the relevant information they were receiving at the time, though the minutes reflect a procedural step of bringing the issue to Commission. T. Vannucci stated he believes that as the appointed subject matter experts in the world of the Meridian Arts Commission, Commissioners have a duty and responsibility to push back when we feel something is not right from an objective point. L. Mauldin stated that she has previously been involved in a long-term art approval process with the Commission and it too was fraught with the occasional difficulty in understanding the process of outlining how it goes. L. Mauldin noted that as the Commission has grown and works with more entities in City government the process has become clearer in some aspects and less clear in others so it is continually challenging and is something the Commission continues to work on. L. Mauldin thanked T. Vannucci for sharing his thoughts on the process and for using his expertise in seeing art projects through from start to finish, both artistically and administratively, to help the Commission improve the art approval process. L. Taylor requested clarification on the City being under contract with the artist. J. Peters confirmed that yes, that was the natural progression of the timeline and was approved in the subcommittee meeting, and then the City moved forward to put an agreement together with the artist and the final step will be City Council’s approval at the Council meeting next week. L. Taylor expressed confusion as to whether the City was agreeing with the project as currently proposed. J. Peters confirmed that it was voted on in the meeting. L. Taylor stated the Commission should not let happen again the methodology that got the Commission where it is today which is the Bonfire application because it caused tremendous confusion. E. Kane clarified that the contract has been offered to the artist, the artist has signed it, and it will be on the City Council agenda for the 25th; however, the Commission does have options. E. Kane stated the Subcommittee did its job, as directed by the Commission, which was to work out the details with the artist in July and come to a final design which just occurred and J. Peters presented on today. E. Kane stated she has met with the City’s Purchasing Manager and the Parks and Recreation Department Director to figure out some alternatives if the Commission truly does not want to move forward. E. Kane stated that Commission can act today, as there is no executed contract, to do something different than move forward with the project and have City Council sign or consider not signing at next week’s City Council meeting. E. Kane stated the Commission can work with the Parks and Recreation Department to do something different with the design though there is some risk and expense involved, but the City’s Purchasing Manager has some ideas on how to mitigate the risk. J. Peters thanked E. Kane for her clarification and inquired if one of the options for the Commission today could be to delegate this back to the Subcommittee to discuss at next Tuesday’s Subcommittee meeting. E. Kane confirmed the Commission could delegate this issue back to the Subcommittee for further discussion and not have City Council review the contract next week. E. Kane stated that the Commission could also go back to the artist and ask her to re-design the piece but there is a documented conversation between the City’s former Arts and Culture Coordinator and the artist which states that this would be an additional $12,000 - $15,000 cost based on the revision list the Subcommittee identified which was additional flowers to give the piece more mass. E. Kane stated the City Purchasing Manager has confirmed that investing more money in this project is possible. J. Peters noted that based on the financial statement that was approved today it appears the Commission has the budget if they choose to go back to the artist for additional revisions. L. Mauldin stated she wants to send it back to the Subcommittee and take it off City Council’s docket until the Commission has refined and revaluated the process at the Subcommittee level. L. Taylor stated that if additional financial resources are going to be allocated she would like a cap set for future negotiations with the artist. E. Kane confirmed that a “not to exceed” amount is defined in the contract. J. Peters stated that the estimated $12,000 - $15,000 additional cost could change based on what the Subcommittee suggests after their additional review. T. Vannucci stated that he views the Meridian Parks and Recreation Department as the Commission’s internal client and asked if it would be possible to go to them and inquire about budget sharing for the re-design fee or does it all have to come from the Commission’s budget. T. Vannucci stated he wants to request clarity from the internal client about the process and schedule of this project. T. Vannucci noted that it should be discussed what happens if the Subcommittee is still not happy even after a change order is given to the artist and the artist returns an additional piece for review, in light of L. Taylor’s request for a financial resources cap. J. Peters requested: 1) confirmation of what is the final drop-dead decision deadline; 2) confirmation that at this point in the process the Commission does not have the option to completely pull out of the project with this artist; and 3) if there is a significant re-design does the re-design need to go back before the Commission. E. Kane, in response to T. Vannucci’s question about whether or not the Meridian Parks and Recreation Department could find money in their budget to partner with the Commission to enhance the scope of this project, stated that based on her discussion with the City’s Purchasing Manager and the Parks and Recreation Department Director it does not appear that this is an option. E. Kane, in response to J. Peters inquiry about the final drop-dead deadline, stated that if the funds are committed in this Fiscal Year and the installation goes beyond September 30th there is an internal accounting measure the City’s Finance office can take but that this option is not preferred. E. Kane, in response to J. Peters inquiry about the Commission’s options, explained the options are: 1) to move forward using the design in the Commission’s packet now and have City Council execute the agreement so the project can move forward; 2) renegotiate the scope of the budget and project with the artist; 3) revoke the Commission’s offer to the artist, today or if the Subcommittee is still not happy after an additional redesign, and start completely over; however, the scope of the project would have to be redesigned and materially different before a new Request for Proposal can be released. E. Kane noted the third option has an interpersonal aspect that may be more important than the legal and purchasing aspects. E. Kane, in response to J. Peters inquiry about whether or not a significant re-design would need to go back before the Commission, confirmed that if the scope of the project budget changed the matter does need to come before the entire Commission in order for the Commission to recommit the funds. E. Kane recommended that the Subcommittee build in to the next steps a step that has the Subcommittee reporting to the Commission and the Commission approving a final design. E. Kane noted that C. Schiffler also recommends if the scope of the budget reaches $50,000 an additional step in the process should be a public input component. E. Kane confirmed that this could be sent back to the Subcommittee without a vote and that reports are listed as an action item so the Commission can take action on this today. B. Zahn Griffith confirmed the project is going back to the Subcommittee for review. 11. Upcoming: 2022 Public Art Subcommittee Chair Nominations and Elections J. Peters announced that she will be stepping down as the Subcommittee Chair so the position is open and will be discussed and a decision made on who the next Chair will be at the next Subcommittee meeting. NEW BUSINESS [ACTION ITEMS] 12. Funding Request Presentation by Autumn Kersey of Treasure Valley Children's Theater Presentation given by A. Kersey with a funding request for $6,000. (see attachments). L. Mauldin commended the Treasure Valley Children’s Theater on their innovation of the mobile stage and thanked them for what they do in our community. T. Vannucci echoed L. Mauldin’s comments and requested from A. Kersey some short stories of successes with previous or current participants so he has a point of reference for what the programming has brought to students who participate in the Theater’s programs. A. Kersey provided the following stories:  A. Kersey noted that R. Wardle may want to share her experience with the program  A. Kersey noted she just met with a program alum who is now attending Sarah Lawrence College and is studying Theatre and French  A. Kersey noted a student was struggling with anxiety and not wanting to leave the house but found a safe space in the Theater’s programs to practice public speaking and tools to be more engaged with the community  A. Kersey noted that the Theatre company recognized in 2020 the intense mental health crisis for youth so the adult theatre company worked with local professionals to enhance their skills of how to talk to youth about their mental health and the resources available to them  A. Kersey noted the Theatre’s Youth Ambassadors led a 6-week mental health challenge on social media that increased the Theater’s social media engagement 60% R. Wardle noted that she has been both a participant in the Theater’s programs and also an audience member and the Theater is life changing and she would not be here as a Commissioner if it were not for the Theater and what it has taught her. B. Zahn Griffith requested a motion to approve the Theater’s funding request. T. Vannucci made motion to approve the request; seconded by L. Mauldin. All ayes 13. 2022 Meridian Arts Commission Chair and Vice Chair Elections B. Zahn Griffith noted that City Code directs the Commission to hold elections at the first Commission meeting of the new calendar year for Commission Chair and Commission Vice Chair and she opened the floor for nominations. L. Mauldin nominated B. Zahn Griffith to continue as Commission Chair. B. Zahn Griffith closed the nominations after no additional nominations were made. L. Mauldin nominated J. Peters to continue as Commission Vice Chair. B. Zahn Griffith closed the nominations after no additional nominations were made. L. Mauldin made motion to approve the nominations for Commission Chair and Commission Vice Chair; seconded by L. Taylor. The motion to appoint B. Zahn Griffith as Commission Chair and J. Peters as Commission Vice Chair was passed with all ayes. NEXT MEETING - February 10, 2022 ADJOURNMENT L. Mauldin made motion to adjourn the meeting; seconded by L. Taylor. All ayes MERIDIAN ARTS COMMISSION MEETING City Council Chambers, 33 East Broadway Avenue Meridian, Idaho Thursday, December 09, 2021 at 3:30 PM MINUTES VIRTUAL MEETING INSTRUCTIONS To join the meeting online: https://us02web.zoom.us/j/88204315306 Or join by phone: 1-669-900-6833 Webinar ID: 882 0431 5306 ROLL-CALL ATTENDANCE __x__ Lizzie Taylor _____ Maria Tzompa __x__ Jessica Peters, Vice Chair __x__ Jenifer Cavaness-Williams __x__ Natalie Schofield __x__ Thomas Vannucci __x__ Bonnie Zahn Griffith, Chair __x__ Raeya Wardle _____ Leslie Mauldin (arrived at 3:36pm) _____ 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 October 14, 2021 Regular Meeting J. Peters made motion to approve minutes; seconded by N. Schofield. All ayes APPROVAL OF MONTHLY FINANCIAL STATEMENTS [ACTION ITEM] 2. Monthly Financial Statement for October 2021 L. Taylor made motion to approve monthly financial statements; seconded by J. Cavaness-Williams. All ayes REPORTS [ACTION ITEM] Update: Initial Point Gallery Subcommittee 3 Item 1. 3. Initial Point Gallery Current and Upcoming Exhibit N. Schofield reported that the new gallery exhibit opened last week and will be up for December and January. B. Zahn Griffith (gallery opening reception host) explained who the gallery artists are, and that the displayed pieces are a variety of art mediums, and reported great turnout at the reception (approximately 64 people). N. Schofield reported that Subcommittee is confirming the last few open dates for the gallery calendar and resolving one calendar conflict for 2022. A. Belnap stated she is still working to see if she can switch November 2022 and December 2022 exhibitors and expects to report on this at the next Subcommittee meeting. Update: Events & Outreach Subcommittee L. Mauldin stated Subcommittee will now be meeting the third Thursday of every month at 5pm and the next Subcommittee meeting will be December 16th. L. Mauldin stated she is actively researching bands for the next Concerts on Broadway series and will propose groups at next Subcommittee meeting. L. Mauldin stated that the Subcommittee needs to start looking at dates for Concerts on Broadway and begin band booking process. 4. Christmas in Meridian Ornament Drop, December 11-12 A. Belnap reviewed the 2021 Ornament Drop event and stated that the benefit of collaborating with Special Events in the Meridian Parks and Recreation Department is a far-reaching marketing campaign which advertises the Ornament Drop along with all the Christmas in Meridian activities. L. Mauldin stated future Subcommittee meetings will include discussing through concepts for holiday events. B. Zahn Griffith requested clarification on how ornaments are to be left around Downtown Meridian. A. Belnap stated there is no requirement to leave ornaments in plastic bags but tags are provided to write down the artist’s name, if desired, and that this information is provided on the website. L. Mauldin requested a Christmas parade update from A. Belnap. A. Belnap stated the parade and tree lighting ceremony was the same night as the recent Initial Point Gallery opening reception so after the reception A. Belnap did walk around for a bit. A. Belnap noted the parade was smaller than in previous years but still very successful and well attended. Update: Public Art Subcommittee 5. Meridian Mural Series: Finding Two Remaining Properties J. Peters thanked everyone for coming to the mural dedication in November and stated her appreciation of Mayor Simison’s support of the Commission and more art in Meridian. A. Belnap stated she has sent the Memorandum of Understanding (MOU) to the Meridian Library District and has requested to present at the upcoming Meridian Library District Board Meeting so she can explain what this proposal is and the benefits of the Library District’s participation in Meridian’s Mural Series. A. Belnap stated both parties would sign the MOU at the start of the mural series process to 4 Item 1. avoid the situation that has occurred with previous two locations dropping out of the process. A. Belnap stated she has not yet reached out to Fred Meyers about participating in Meridian’s Mural Series but will do so and report back at the next Subcommittee meeting. 6. Ten Mile Trailhead Installation: Stephanie Inman Design Adjustments and Contracting A. Belnap confirmed she has been in contact with Stephanie and that she and Emily have been working on the installation task order. A. Belnap stated Stephanie is not able to attend the next Subcommittee meeting but Stephanie will provide a new model and sketches for the Subcommittee to review and provide feedback on. A. Belnap stated she and Stephanie have communicated through email about the Subcommittee’s requested adjustments and Stephanie has provided an explanation of what may or may not be possible due to the budget requirements, and specifically, Stephanie is looking in to the Subcommittee’s request for the piece to have more mass. A. Belnap stated that if the Subcommittee approves the new model and sketches, these will go to the Commission for review and approval in January. A. Belnap stated that once approved by the Commission, the proposal will move to the City Council for review and approval with the hopes that the fabrication process can begin February 1. A. Belnap stated that if the timeline is adhered to based on these approvals, installation should occur in June or July. T. Vannucci requested clarification from A. Belnap on the process if the Subcommittee does not approve Stephanie’s next level of design. A. Belnap stated that if the Subcommittee requests additional major adjustments, A. Belnap recommends pushing the timeline out another month to give Stephanie time to make revisions and re-present her design to the Subcommittee for approval. A. Belnap stated that if the Subcommittee requests additional minor adjustments, A. Belnap recommends allowing Stephanie to make these adjustments and move the final design to the next level of approval which is the January Commission meeting. A. Belnap stated additional scenarios could include both the Subcommittee and Stephanie stopping the entire process altogether and then the Subcommittee would have to go with the second art piece in the Request for Proposal process. A. Belnap reminded the Commission that the install must happen by September 2022. 7. Public Art Plan: Reviewing Draft J. Peters requested that A. Belnap provide an update on the Public Art Plan. A. Belnap stated that she will provide a draft of the pieces of the Public Art Plan that she has collected prior to her departure from the Arts and Culture Coordinator position the first week of January. A. Belnap encouraged the Subcommittee to still host a Saturday workshop to work on the draft Public Art Plan though A. Belnap will not be able to be involved. NEXT MEETING - January 14, 2022 5 Item 1. ADJOURNMENT L. Mauldin made motion to adjourn the meeting; seconded by J. Peters and T. Vannucci. All ayes 6 Item 1. PRELIMINARY ‐ not final until after Au Total YTD Budget Budget Actual Remaining REVENUES Donations/Sponsorships Concerts on Broadway 10,000.00$    10,000.00$      ‐$                     Initial Point Gallery ‐$                     Traffic Box Wraps ‐ MDC 2,620.00$         Traffic Box Wraps ‐ Grant funding 1,080.00$      1,080.00$         ‐$                     TOTAL REVENUE 11,080.00$    13,700.00$      ‐$                    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$    7,933.97$        2,066.03$           Performing Arts 7,000.00$      6,331.00$        669.00$              Initial Point Gallery 700.00$          41.50$             658.50$              School Dist Art Show Awards 50.00$            50.00$                Art Week 2,800.00$      750.00$           2,050.00$           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$    15,184.46$     8,315.54$          PUBLIC ART PROJECTS Art in Public Places Mural series (Carryforward) 21,300.00$    7,000.00$        14,300.00$        MAPS  ‐ Traffic Box Wraps 1,080.00$      1,080.00$         ‐$                     MAPS  ‐ Traffic Box Wraps ‐$                3,000.00$        (3,000.00)$         MAPS  ‐ Public Art/Signage in Parks (Carryforward)28,096.00$    7,098.00$        20,998.00$        MAPS  ‐ Public Art/Signage in Parks 50,000.00$    50,000.00$        TOTAL PUBLIC ART PROJECTS 100,476.00$ 18,178.00$     82,298.00$        TOTAL EXPENSES 123,976.00$ 33,362.46$     90,613.54$        FY2021 Budget to Actual Comparison 1/11/2022 1 of 1 FY21 Summary7 Item 2. Cassandra Schiffler Introduction to the City of Meridian’s new Arts & Culture Coordinator 8 Item 3. Education 9 Item 3. The College of Idaho, Caldwell, Idaho Graduated cum laude in 2007 with a Bachelors in English and Art Boise State University, Boise, Idaho Completed 36 credits towards a Masters in Fine Arts International Society of Appraisers, Chicago, Illinois Core Course in Appraisal Studies and examination, passed in September 2019 The Appraisal Foundation, Washington, DC Passed the course and examination for the 2020-2021 Uniform Standards of Professional Appraisal Practice 10 Item 3. Work History and Experience in Art Administration 11 Item 3. Owner, Schiffler Appraisals, LLC 12 Item 3. 14 years of Experience as an Art Administrator and Educator: •Gallery management, curatorial and installation experience from Capitol Contemporary Gallery, Brumfield’s Gallery, and the Stewart Gallery •Art Educator at the Boise Art Museum, and Wingtip Press •Adjunct Art Professor: Printmaking, Professional Practices, and Design classes •Served on the Board of Directors for Surel’s Place (an artist residency program in Garden City) from 2016-2019 13 Item 3. I’m an ARTIST! 14 Item 3. Website: CassandraSchiffler.com Instagram: @Cassandra.Schiffler Current Gallery Representation and shows: Capitol Contemporary Gallery, KIN, and Garden City Library 15 Item 3. Temporary Public Art Projects •Grant for Print Boise River awarded to Wingtip Press •Series of activities in 5 Boise library locations •Final Display at the Idaho History Museum 16 Item 3. Print Boise •Wingtip Press and Preservation Idaho partnered on a free walking tour of Boise to explore the area’s culture and history, then plein air printmaking. •Each participant received a print to take home and a selection was collected by Boise City Department of Arts & History’s public art collection •exhibited at MING Studios for First Thursday 17 Item 3. •PRINT SHIFT •Caitlin Harris | Cassandra Schiffler | Ameerah Bader •This Print Shift Public Art Project was created on site at Treefort in March 2019. Our interactive project used letterpress printmaking and the individual responses generated by the Treefort community participants to create broadside posters that captured a diverse, inclusive, and unique range of responses to the festival experience. 18 Item 3. Backyard Concert: Optiflynn 19 Item 3. 20 Item 3. Books I purchased when I was accepted the job: •One Place after Another: Site-Specific Art and Locational Identity by Miwon Kwon •The Creative Community Builder's Handbook: How to Transform Communities Using Local Assets, Art, and Culture byTomBorrup •Public Art: Theory, Practice and Populism byCher Krause Knight 21 Item 3. Personal Statement of Core Values and Beliefs •I am Cassandra Schiffler and I am passionate about the arts. •I value and have a deep respect for extraordinary performing, visual, and public arts. I believe that an artist’s work has worth, and that artists should get paid for their work. •I aspire to create opportunities for meaningful engagement with the arts and I recognize the time, energy, and commitment required, and the importance of finding more effective, more efficient, and more sustainable strategies to get there. I am solutions oriented, and I enjoy collaborative creative problem solving. •I believe art is important, because art makes our quality of life better. 22 Item 3. PROFESSIONAL SERVICES TASK ORDER – TEN MILE TRAILHEAD PUBLIC ART PROJECT PAGE 1 TASK ORDER FOR TEN MILE TRAILHEAD PUBLIC ART PROJECT This TASK ORDER for TEN MILE TRAILHEAD PUBLIC ART PROJECT (“Task Order”) is made this ___ day of ____________, 2022 (“Effective Date”), by and between the City of Meridian, a municipal corporation organized under the laws of the State of Idaho (“City”), and Stephanie Inman, an individual person (“Artist”). WHEREAS, on October 15, 2019, City and Artist entered into a Master Agreement for Professional Services: Park Identities Public Art Roster (“October 15, 2021 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 March 19, 2021, City issued a Call to Artists/Request for Proposals: Park Identity Ten Mile Trailhead (“March 19, 2021”), 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 Ten Mile Trailhead, a community park, located at 3430 N. Ten Mile Road, in Meridian (“Park”); WHEREAS, in response to the March 19, 2021 RFP, Artist submitted the proposal attached hereto as Exhibit B, proposing the installation of a work entitled “Elkhorn”; WHEREAS, a selection panel comprised of members of the Meridian Parks and Recreation Department and the Meridian Arts Commission reviewed the proposals and selected Artist’s proposal for recommendation to the Meridian City Council by the Meridian Arts Commission, which, at its meeting on July 8, 2021, did vote to forward this recommendation to Meridian City Council; WHEREAS, the City Council of the City of Meridian, following this recommendation, does find that proposed work “Elkhorn” will further the public health and welfare by: creating and enhancing the overall identity and sense of place at Ten Mile Trailhead; celebrating Idaho’s native plant life; 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 “Elkhorn,” 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”). 23 Item 10. PROFESSIONAL SERVICES TASK ORDER – TEN MILE TRAILHEAD 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 ($35,000.00). 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: $15,000.00 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: $10,000.00 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: 24 Item 10. PROFESSIONAL SERVICES TASK ORDER – TEN MILE TRAILHEAD 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., February 28, 2022: 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., May 31, 2022: 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., June 30, 2022: 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., July 31, 2022: Artist shall be responsible for Final Completion. The Parks Superintendent may extend the date of Final Completion for a reasonable amount 25 Item 10. PROFESSIONAL SERVICES TASK ORDER – TEN MILE TRAILHEAD PUBLIC ART PROJECT PAGE 4 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., August 30, 2022: 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. 26 Item 10. 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.October 15, 2019 Master Agreement applies. All provisions of the October 15, 2019 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. ARTIST: s:�r� Stehani� Inman Artist CITY OF MERIDIAN: Attest: --------------Robert E. Simison, Mayor Chris Johnson, City Clerk PROFESSIONAL SERVICES TASK ORDER - TEN MILE TRAILHEAD PUBLIC ART PROJECT PAGE 5 27 Item 10. PROFESSIONAL SERVICES TASK ORDER – TEN MILE TRAILHEAD PUBLIC ART PROJECT PAGE 6 EXHIBIT A March 19, 2021 RFP 28 Item 10. 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. 29 Item 10. 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 30 Item 10. 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. 31 Item 10. 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 32 Item 10. 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. 33 Item 10. 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 34 Item 10. 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 35 Item 10. 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) 36 Item 10. 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 37 Item 10. PROFESSIONAL SERVICES TASK ORDER – TEN MILE TRAILHEAD PUBLIC ART PROJECT PAGE 16 EXHIBIT B ARTIST’S PROPOSAL 38 Item 10. 39 Item 10. 40 Item 10. 41 Item 10. 42 Item 10. 43 Item 10. PROFESSIONAL SERVICES TASK ORDER – TEN MILE TRAILHEAD PUBLIC ART PROJECT PAGE 22 EXHIBIT C SAMPLE ACCEPTANCE AGREEMENT 44 Item 10. PROFESSIONAL SERVICES TASK ORDER – RENAISSANCE PARK PUBLIC ART PROJECT PAGE 23 ACCEPTANCE AGREEMENT TEN MILE TRAILHEAD PUBLIC ART PROJECT: “ELKHORN” This ACCEPTANCE AGREEMENT is made this ____ day of ________, 2022 (“Effective Date”), by and between the City of Meridian, a municipal corporation organized under the laws of the State of Idaho (“City”), and Stephanie Inman, an individual person (“Artist”). (City and Artist may hereinafter be collectively referred to as “Parties.”) WHEREAS, on [DATE], Artist installed at Ten Mile Trailhead an art installation entitled “Elkhorn,” comprised of _______________________________________, (“Artwork”); WHEREAS, on [DATE], City and Artist entered into a Task Order for Ten Mile TrailheadPublic 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. 45 Item 10. PROFESSIONAL SERVICES TASK ORDER – TEN MILE TRAILHEAD PUBLIC ART PROJECT PAGE 24 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: __________________________________ Stephanie Inman Artist CITY OF MERIDIAN: BY: __________________________________ Robert E. Simison, Mayor Attest: __________________________________ Chris Johnson, City Clerk 46 Item 10. SEASON 2022 MAC SUPPORT REQUEST January 13, 2022 Meridian Arts Commission Thank you for your partnership and sponsorship of our theatrical season of shows that reach thousands of Treasure Valley area youth and families. We hope that you will consider supporting our 10th season. TVCT programs empower youth and inspire future innovators, entrepreneurs, creators, humanitarians and artists. Performing arts experiences offer youth a safe space within which to take risks, explore new ideas, develop their sense of self, express themselves, and support others in doing the same. Art education programs also build a climate of high expectation, discipline, and academic rigor that attracts businesses and strengthens community. 2022 marks Treasure Valley Children’s Theater’s 10th year serving our community. In celebration of our 10th year, we have a curated a season of performances that will inspire, unite, and surprise youth and families. We are calling 2022 our “WOW!” Season and invite Meridian Arts Commission to support the “WOW” through a season sponsorship of $6,000 to be applied to: •May 2022: A world premier musical adaptation of “A Bad Case of the Stripes” by David Shannon, adapted by Kate Haderlie. Four public performances planned. •Summer 2022: Library tours are BACK with a very special preview of our second world premier production of an original play, “Voyage of the Forgotten,” written by TVCT’s own Noah Charles Moody! Plans for 8 public performances in the works. •It’s our 10th Season and what better way to celebrate than to revisit the first musical we ever produced as a company! Area youth ages 8-15 will have an opportunity to perform in "Schoolhouse Rock, Live! Jr.” Performances are being planned on our Mobile Stage in Boise, Meridian and an additional valley community. A total of 6 public performances being planned. •Fall 2022: School tours are BACK with the world premier, full length production of Noah Charles Moody’s original play "Voyage of the Forgotten.” The story reminds us of the value of friendship, unconditional love, and to believe in the impossible! A goal of 30 performances in the works. •Winter 2022: Our traditional holiday play is BACK! We’ve identified a fantastic adaptation of Charles Dickens’ “A Christmas Carol,” perfect for sharing at community festivals, corporate holiday parties, and more! A goal of 16 performances in the works. We hope we can count on your support for our 10th season! Please sign and return this agreement on or before February 15, 2022. ____________________________________ __________________________________________ Autumn Kersey, Executive Director Treasure Valley Children’s Theater Meridian Arts Commission PO BOX 9144 BOISE, ID 83707 208.287.TVCT (8828)TREASUREVALLEYCHILDRENSTHEATER.COM Supporter Recognition and Benefits: Logo and listing as a sponsor on all marketing materials; Full page ad in all production programs; Verbal acknowledgement at every public performance; Social media shout outs; Inclusion in our quarterly newsletter; Logo placement on our website; Logo and link from our website; Opportunity to have a representative assist with one curtain speech per show title; Opportunity to have a booth and/or distribute information to event guests. . 47 Item 12. TREASURE VALLEY CHILDREN'S THEATER2021 Impact Update P r e p a r e d f o r t h e M e r i d i a n A r t s C o m m i s s i o n 48 Item 12. Highlights 54 area classrooms reached with the virtual touring production of "10 Ways to Survive Life in a Quarantine" - estimated reach 1,296 students Mobile Stage Sept. touring production of "Peter and the Starcatcher" presented in 3 Treasure Valley area parks, 4 performances, 1000 estimated audience 3 summer productions presented on the Mobile Stage at Centennial Park, 9 performances, 1,200 estimated audience reach 49 Item 12. R e i n f o r c e S h a r e d V a l u e s U n i t e C o m m u n i t y E m p o w e r Y o u t hQuality Arts Programs 50 Item 12. 51 Item 12.