San Jose International Airport Arts Activation Team RFQ

March 17, 2005

Type: opportunity
Deadline: Mar 17 2005 at 12:00AM
outbound link ↱

Norman Y. Mineta San Jose International Airport
Art Activation Team

ARTS ACTIVATION TEAM REQUEST FOR QUALIFICATIONS

BACKGROUND

The San Jose Office of Cultural Affairs and Aviation Department are seeking an Arts Activation Team to work with the Mineta San Jose International Airport designers to identify sites, and design and integrate the appropriate infrastructure to activate the Airport’s interior/exterior with public art. The Arts Activation Team should include a lead artist and a team including other artists, designers, scientists or individuals from related disciplines.

The Airport Master Plan for Mineta San Jose International Airport, adopted by the San Jose City Council in June 1997, serves as a long term guide to Airport development and includes a program of facility improvements to adequately accommodate projected commercial aviation demand by the year 2010. The Airport is currently in the process of implementing components of the Master Plan focused on the design of the future Central Terminal and construction of its North Concourse. An important piece of the airport improvement program is the inclusion of a multi-million dollar public art program that will help distinguish the unique identity, environment, cultural values, and artistic vitality of Silicon Valley’s community.

THE AIRPORT PUBLIC ART MASTER PLAN

The Airport Public Art master planning process was a multi-year effort involving over 500 community members and policy makers to craft a public art program that is unique to this region. The process considered the City of San Jose Economic Development Strategy, the City’s visions and goals for the Airport, The Master Plan for Public Art for the City of San Jose,; other Silicon Valley cultural initiatives, and input received at community meetings, individual interviews and focus group meetings.

The resulting Norman Y. Mineta San Jose International Airport Public Art Master Plan creates a strategic framework for a unified program of Art & Technology that will identify San Jose as a diverse global center for innovation and change. Using the tools and technologies developed in Silicon Valley, public art will provide a portal to the region, highlighting the histories and stories that are a foundation of San Jose’s place in today’s global economy.

THE ARTS ACTIVATION TEAM

The role of the Arts Activation Team is to identify sites and design the appropriate infrastructure to accommodate an Art & Technology program. The Arts Activation Team will work with the Airport’s design team to analyze the Airport project and develop opportunities to integrate public art. The Art & Technology program will include both permanently sited and architecturally integrated artworks, as well as flexible “platforms” that can accommodate dynamic, changing artwork installations. These platforms may themselves be sculptural installations or may accommodate sculptural installations that will be commissioned on an ongoing basis. While the Arts Activation Team will not develop permanent artworks, it will develop the flexible technological platforms. The Arts Activation team will also develop pilot projects demonstrating the artistic potential of these platforms.

Artists are encouraged to assemble multi-disciplinary teams that may include, but are not limited to the following: engineers, scientists, artists familiar with sound, light, landscape, interactive, LED, video, kinetic, data mining and visualization, web-based interaction, demo, gaming, and robotics; computer and software technologists. There is a desire that the character of the assembled team is consistent with the innovative nature of the Airport Public Art Master Plan; a team that can envision an airport that reflects Silicon Valley as a center of innovation and a creative community. The team is to have the ability and the depth of experience to set the stage for a public art program that will evolve, grow, and change with the region.

RELEVENT DOCUMENTS

·Norman Y. Mineta San Jose International Airport Public Art Master Plan: (http://www.sanjoseculture.org/pub\_art/documents/SJA-MasterPlan-2nd-finallow.pdf)
·Summary of the Airport improvement program: : http://www.sjc.org/improvement/overview.html.
·Virtual Tour of the future North Concourse : http://www.sjc.org/improve.html.
·City of San Jose Economic Development Strategy: (http://www.sjeconomy.com/publications/pressreleases/executive.summary.final.pdf)
·The Master Plan for Public Art for the City of San Jose: (http://www.sanjoseculture.org/pub\_art/pdfs/art\_master\_plan.pdf)

Architectural plans will be available to finalists prior to interviews.

ART ACTIVATION PROJECT DETAILS

PROJECT BUDGET

The project budget is detailed below:

Artist Design Fee (including all construction
and engineering documentation)$250,000
Programming, Fabrication and Installation$1,000,000 (estimated, not to exceed)

The project budget includes all expenses related to the research, design, fabrication and installation of the art program infrastructure and pilot program, including, but not limited to: engineering, construction documentation, fabrication, transportation and installation, insurance, and all other project related expenses including any changes to the building necessitated by the installation such as electrical and data outlets, lighting, structural bracing, etc. The design and the fabrication phase will be managed under separate contracts. The artist’s design may include elements that are most appropriately integrated into the base project construction documents and therefore fabricated under the supervision of others. The fabrication budget will reflect the approved design parameters.

SCHEDULE (subject to change)

Selection
Qualifications submittal deadline:Thursday April 14, 2005
Selection of finalists for interviewsWednesday, April 20, 2005
InterviewsFriday May 13,

Design/Fabrication
Submit Schematic Design ProposalAugust 2005
Submit Design Development ProposalOctober 2005
Construction DocumentsJanuary 2006

SCOPE OF WORK

The scope of work for the Arts Activation Team for this project will include, but not be limited to the following:

· Working closely with the Airport’s project team to identify programmatic issues of the facility; defining appropriate sites for permanent artwork installations (including an aviation themed artwork), locations for dynamic artwork platforms, and infrastructure for permanent and or future artwork installations.
· Preparing schematic design proposal of the artwork platforms to accurately convey the intent, form, scale, proposed materials for each proposed site, and project budgets.
· Preparing a developed design proposal including: plans and elevations describing the design and location of the artwork platforms, materials, costs and schedule for production, fabrication, installation, and maintenance specifications. Artists will be expected to provide scaled renderings, models and other visual material to adequately illustrate how the artwork will appear when installed at the site.
· Subject to City approval of the designs, preparing construction documents and specifications for the artwork platforms. This work may require subcontracting the services of licensed design professionals, engineers, fabricators, installers, and other consultants, to ensure a code compliant, high quality, and durable artwork.
·Presenting the design to project stakeholders (including OCA and Airport staff, community, the Public Art Committee, and the San Jose Arts Commission for approval).
·Developing comprehensive operation and maintenance specifications and any required staff training.
·Overseeing and/or facilitating the installation of the artwork platforms on site.
· Designing and production of pilot content for the flexible platforms, including working with community to develop themes.
· Preparing final as-built documentation of the artwork platforms.

LEAD ARTIST QUALIFICATIONS

·Demonstrate an ability to lead a diverse team and possess strong communication and administrative skills and ability to meet project deadlines.
·Demonstrate at least 6-years experience in public art or comparable experience with emphasis on architectural integrated artwork installations.
·Demonstrate past experience managing projects of significant scale (over $400,000)
·The lead artist should have a strong conceptual foundation working in a range of media, including technology.

ARTIST SELECTION SUMMARY

There will be a two-phase selection process:

Phase I - April 20, 2005
A selection panel will review the qualifications, letter of interest (described below), and past work of lead artist and identified team members, with the goal of short-listing 4 to 5 lead artists for interviews. Although team members do not have to be identified at Phase I, it is advisable to represent the profile of individuals that will be considered for the team. Specific proposals are not requested and will not be reviewed at this time.

If short-listed, you must be available for interviews on May 13, 2005.

Finalist will receive a written briefing on the Airport facility prior to interviews. At that time questions will be handled with a written addendum process.

Phase II - May 13, 2005
The City will pay for travel and reasonable accommodations for the lead artist. Note: The interview date is not flexible; although not encouraged, phone interviews may be arranged.

Interviews will focus on conceptual approach to designing a project consistent with the Norman Y. Mineta San Jose International Airport Public Art Master Plan, your initial thoughts on the team’s philosophy and how that is reflective of the Airport Public Art Master Plan. It is encouraged that the specific team members be identified at this stage.

Following May 13 interviews one team will be commissioned. The City will contract with the lead artist. The lead artist shall enter into a contract with the City using the standard agreement available for review on line at http://www.sanjoseculture.org/pub\_art/documents/Design.SingleArtist.doc.

The selection will be scored using the following criteria:
·Artistic excellence, innovation and originality of the lead artist and other team members as evidenced by representations of past work.
·Professional qualifications and experience of lead artist and identified team members as a whole.
·Appropriateness of approach to the activation of the Airport facility as stated in the letter of interest. .
·Experience with or ability to procure or oversee the services of other professionals to facilitate design, fabrication, and installation of the activation infrastructure.
·Technical expertise in the development and maintenance of technology-based artworks.
·Experience working collaboratively with government agencies and architectural design teams.

APPLICATION REQUIREMENTS

APPLICATION DEADLINE:
Submissions (described below) must be received by the Office of Cultural Affairs no later than 5:00 PM on Thursday, April 14, 2005.

APPLICATION PROCESS
The completed submission must include the following information and materials as described below, all of which are required to constitute being complete.

1.Proposal Coversheet per Attachment A.

2.Artist letter of interest (2 page maximum). Specific proposals are not requested and will not be reviewed at this time. Your letter of interest is an opportunity to help the selection panel understand your perspective on the Norman Y. Mineta San Jose International Airport Public Art Master Plan, your perspective on the potential of the Art & Technology program. Please answer the following questions in your letter of intent:
i.What interests you about this project?
ii.What are some of the important considerations in a project of this nature?
iii.What experience do you have as a lead artist or design team member?
iv.How would you approach forming a team? If possible, give examples of whom you would want on your team.

3.A brief summary of Lead Artist’s relevant past experience (1 page maximum) and each team member that has been identified (1 additional page).

4.Visual representations of past artwork that demonstrate your qualifications for this project. Submission is limited to 10 images of past work per artist with no more than 20 images per team.

Preferred method of submission is one CD-ROM of images of past work in a PowerPoint format. The intent is to present artist’s work in a PowerPoint format; therefore, if you are not submitting your own PowerPoint presentations, submissions need to be compatible. For example:

·JPEG are to be no more than 1600 X 1200 pixels.
·Digital video files should either be already inserted into PowerPoint or be in AVI format.
·Digital video files should be no more than 30 seconds each.

Also acceptable are:
·PDF format.
·Separate digital files Digital files should indicate artist last name and reference to Project Description List (see below).
·Slides (no more than 20 per team), numbered in the order of desired presentation.

Please do not submit prints or other reproductions of your work.

5.In addition, a corresponding project description list corresponding to the images is to be submitted with the following information for each project:
a. Title
b. Location
c. Date completed
d. Description of Project
e. Media
f. Dimensions
g. Project Cost (with indication if total project scope if larger than representative image)
h. URL if applicable

6.Resume(s): 3 (three) pages maximum for each team member that has been identified.

7.Copies of relevant reviews, articles, etc.: 3 pages maximum per team.

8.A self-addressed, correctly sized and stamped envelope for the return of materials if desired.

9.Names, addresses, phone numbers & email addresses of three professional references.

10.Submit one original and ten copies of a complete printed, one-sided, collated and paper clipped (no staples please) set of the following materials in the order listed:
·Cover Sheet (Attachment A)
·Lead Artist/Artist team Letter of Intent (if team submittal, please identify lead artist)
·Past Experience Summary
·Image List
·Resume(s)
·Relevant reviews

In addition to the hard copies, please e-mail all documents including electronic reviews if available. Email to [email protected] with the following subject line: “Activation Team Application”

Please do not bind printed materials and do not submit in plastic sleeves, folders or binders.

Submit completed applications to:

Office of Cultural Affairs
365 South Market Street
San Jose, California 95113

The Office of Cultural Affairs cannot be responsible for lost, missing or damaged materials. Incomplete or late applications will not be accepted.

FOR FURTHER INFORMATION
Please call Mary Rubin if you require assistance via email at [email protected] or 408 277-5144 extension 16.

APPENDIX

ADDENDA AND INTERPRETATION

The City shall not be responsible for nor be bound by any oral instructions or interpretations or explanations issued by the City or its representatives. Should discrepancies or omissions be found in this RFQ or should there be a need to clarify the RFQ, you may contact Mary Rubin, in writing via letter or via email to [email protected] or 365 S. Market Street, San Jose CA 95113, no later than 5:00 p.m., Pacific Standard Time, on April 4, 2005. Any City response to a request for clarification will be made in the form of an addendum to this RFQ and will be sent to all parties to whom this RFQ has been issued prior to the Proposal due date. All addenda shall become part of this RFQ.

INSURANCE REQUIREMENTS

The selected Artist, at Artist’s sole cost and expense and for the full term of the Agreement or any extension thereof, shall obtain and maintain at least all of the insurance requirements outlined in Attachment E of the Agreement.

All polices, endorsements, certificates and/or binders shall be subject to approval by the Risk Manager of the City of San Jose as to form and content. These requirements are subject to amendment or waiver if so approved in writing by the Risk Manager. The selected Artist agrees to provide the City with a copy of said policies, certificates and/or endorsements.

The selected Artist shall satisfy these insurance requirements prior to approval of the Agreement.

EXAMINATION OF PROPOSED MATERIAL

The submission of a proposal shall be deemed a representation and certification by the Artist that they have investigated all aspects of the RFQ, that they are aware of the applicable facts pertaining to the RFQ process, its procedures and requirements, and that they have read and understood the RFQ. No request for modification of the statement shall be considered after its submission on grounds that Artist was not fully informed as to any fact or condition.

PUBLIC NATURE OF PROPOSAL MATERIAL

Responses to this RFQ become the exclusive property of the City. At such time as the recommendation is made to the City Manager, all Proposals received in response to this RFQ become a matter of public record and shall be regarded as public records, with the exception of those elements in each Proposal which are defined by the Artist as business or trade secrets and plainly marked as “Confidential,” “Trade Secret,” or “Proprietary.” The City shall not in any way be liable or responsible for the disclosure of any such Proposal or portions thereof, if they are not plainly marked as “Confidential,” “Trade Secret,” or “Proprietary” or if disclosure is required under the Public Records Act. Any Proposal which contains language purporting to render all or significant portions of the Proposal “Confidential,” “Trade Secret,” or “Proprietary” shall be regarded as non-responsive.

Although the California Public Records Act recognizes that certain confidential trade secret information may be protected from disclosure, the City of San Jose may not be in a position to establish that the information that an Artist submits is a trade secret. If a request is made for information marked “Confidential,” “Trade Secret,” or “Proprietary,” the City will provide the Artist who submitted the information with reasonable notice to allow the Artist to seek protection from disclosure by a court of competent jurisdiction.

DISQUALIFICATION

Factors such as, but not limited to, any of the following may be considered just cause to disqualify an Artist without further consideration:

A.Evidence of collusion, directly or indirectly, among Artists in regard to the amount, terms, or conditions of this Proposal:

B.Any attempt to improperly influence any member of the selection staff;

C.Existence of any lawsuit, unresolved contractual claim or dispute between Artist and the City;

D.Evidence of incorrect information submitted as part of the Proposal;

E.Evidence of Artist’s inability to successfully complete the responsibilities and obligations of the Proposal; and

F.Artist’s default under any agreement with the City or any other public agency that resulted in termination of the Agreement.

NON-CONFORMING PROPOSAL

A Proposal shall be prepared and submitted in accordance with the provisions of these RFQ instructions and specifications. Any alteration, omission, addition, variance, or limitation of, from or to a Proposal may be sufficient grounds for non-acceptance of the Proposal, at the sole discretion of the City.

PROHIBITION OF GIFTS

City of San Jose officials are subject to several legal and policy limitations regarding receipt of gifts from persons, firms, or corporations either engaged in business with the City, or proposing to do business with the City. The offering any illegal gift shall be grounds to disqualify an Artist. To avoid even the appearance of impropriety, Artist s should not offer any gifts or souvenirs, even of minimal value, to City officers or employees. The Artist shall be subject to the City’s prohibition. Said prohibition is found in Chapter 12.08 of the SJMC. Artist agrees not to offer any City officer or designated employee any gift prohibited by said Chapter.

The offer or giving of any gift prohibited by Chapter 12.08 shall constitute a material breach of the Agreement by the successful Artist. In addition to other remedies the City may have by law or equity, City may terminate Agreement for such breach.

NON-DISCRIMINATION/NON-PREFERENTIAL TREATMENT

The successful Artist shall not discriminate, in any way, against any person on the basis of race, sex, color, age, religion, sexual orientation, actual or perceived gender identity, disability, ethnicity, or national origin, in connection with or related to the performance of City of San Jose contracts.

ADDITIONAL TERMS AND CONDITIONS

A.This RFQ does not commit the City to pay any costs incurred in the submission of the Proposal or in making any necessary studies or analysis in preparation of submission of the Proposal.

B.The City reserves the right without limitation to:

1.Execute an agreement with one or more Artist based solely on the Proposal and any approved additions,

2.Enter into an agreement with another Artist in the event that the originally selected Artist defaults or fails to execute an agreement with the City,

3.Enter into negotiations with one or more Artist,

4.Modify and re-issue the RFQ,

5.Take action regarding the RFQ as may be deemed to be in the best interest of the City.

C.The City reserves the right to verify any information provided during the RFQ process. The City may contact references listed or any other person known to have contracted with the Artist.

D.An agreement shall not be binding on the City unless and until it is executed by authorized representatives of the City and of the Artist.

CONTRACTING PREFERENCE FOR LOCAL AND SMALL BUSINESSES

In reviewing submissions, the City of San Jose gives a 5\% credit towards the evaluation score for Local Artist Enterprise and will give an additional 5\% credit for Small Business Artist Enterprise. See the Airport Public Art Master Plan (page 28) for additional information.

ATTACHMENT A

City of San Jose
ARTS ACTIVATION TEAM LEAD ARTIST
Proposal Cover Sheet

It is required that both pages of the Proposal Cover Sheet be completed and submitted with proposal.

Name:\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_
Address:\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_
City/State/Zip \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_
Telephone:\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_
Facsimile:\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_
Contact Person:Name:\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_
Title:\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_
Telephone: \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_
Email:\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

Local Artist Enterprise (form more information see Airport Master Plan page 28)
Claiming Status as Local Artist Enterprise: Yes/No
Claiming Status as Small Artist Enterprise: Yes/No

ARTIST’S REPRESENTATIONS

Artist understands, agrees, and warrants:

1. That Artist has carefully read and fully understands the information that was provided by the City to serve as the basis for submission of this proposal.
2. That Artist has the capability to successfully undertake and complete the responsibilities and obligations of the proposal being submitted.
3. That all information contained in the proposal is true and correct to the best of Artist’s knowledge.
4. That Artist did not, in any way, collude, conspire or agree, directly or indirectly, with any person, firm, corporation or other Artist in regard to the amount, terms, or conditions of this proposal.
5. That Artist did not receive unauthorized information from any City staff member or consultant during the proposal period except as provided for in the Request for Qualifications package, addenda thereto, or, if applicable, the pre-proposal conference.
6. That by submission of this proposal, the Artist acknowledges that the City has the right to make any inquiry it deems appropriate to substantiate or supplement information supplied by Artist. Artist hereby grants the City permission to make said inquiries and to provide any and all requested documentation in a timely manner.

1. If Artist is a PARTNERSHIP, at least two (2) Partners shall sign here.

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_
Partnership Name (type or print)

Date: \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_By: \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_
Member of Partnership (signature)

Date: \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_By: \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_
Member of Partnership (signature)

2. If Artist is a CORPORATION, the duly authorized officer(s) shall sign as follows:

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_Title

of the CORPORATION named below; that they are designated to sign this Proposal Cover Sheet by resolution (attach a certified copy, with corporate seal, if applicable, notarized as to its authenticity or Secretary’s certificate of authorization) for and on behalf of the below named CORPORATION, and that they are authorized to execute the same for and on behalf of said CORPORATION.

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_
Corporation Name (type or print)

Date: \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_By: \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_
(Signature)
Title: \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

Date: \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_By: \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_
(Signature)
Title: \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_