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Home My Public Portal AboutBrockway Art RFP Selection Process Memo Date: January 18, 2022 To: Public Arts Commission of Truckee From: Becky Bucar, Engineering Manager Subject: Art Installation for Brockway Road / Legacy Trail Retaining Wall: Selection Process The purpose of this memo is to summarize the Public Arts Commission of Truckee’s (PACT’s) selection process for the Brockway Road / Legacy Trail Retaining Wall Art Installation, as follows: 1. Proposals were due to the Town Clerk on January 14, 2022 at 5:00 PM. Eight proposals were received. Three proposals were received a few minutes past 5:00 PM (Sara L. Smith, Mountain Forge and Eli Maness). This could have been due to a delay in the email delivery and staff can look into this further if the Commission desires. 2. Town staff has reviewed all proposals for completeness and consistency with the project requirements (see attached summary table). Several proposals were identified to not meet the proposal requirements, with the exclusion of a project budget and associated prevailing wage requirements being the primary issues (only 4 out of 8 provided a budget). Staff notes that the Requests for Proposal (RFP) clearly identifies the need to provide a budget (excerpt below), although this requirement was identified in as a separate section in the RFP and not under the “How to Apply” setting. “Budget A budget of up to $40,000 inclusive of all artist fees, travel, fabrication, specialized installation costs, and materials is available for the Artwork. Proposal shall include a breakdown of the budget for each of the following tasks/phases: • Design proposal • Material purchase • Fabrication • Installation (Town Public Works staff may be available to perform simple installations such as bolting art to the wall. If adjustment to installation fees are required, they would be determined prior to contract execution.) • Miscellaneous costs such as installation oversight, long-term maintenance plan development, etc.” The artists that submitted incomplete proposals have been notified and asked to submit the missing information by Friday, January 21 in order to be considered responsive and invited to present. The additional information that is received will be posted to the website under “Additional Information & Public Comments” for the Commission and public to view. Artists that have provided all the required information will be given an opportunity to present at the January 24th special meeting. 3. A noticed public workshop/PACT special meeting will be held January 24, 2022. In addition to the standard agenda postings, the workshop will be noticed through the website, e-notification emails, and social media. Staff has also invited the Historic Preservation Advisory Commission’s appointee, Brendan Riley to attend, although he will be given the same opportunity to participate/provide comments as the general public. The Commissioners are encouraged to invite anyone else they think should participate in the workshop. 4. All proposals are posted to the Town of Truckee website with the agenda for the January 24 Special meeting for the Commissioners and general public to review. The general public may submit comments prior to the meeting by email to Becky Bucar at bbucar@townoftruckee.com. 5. The attached worksheet is being provided to the Commission to use to evaluate each submittal. The worksheet is for the Commissioner’s personal use and the worksheets will not be collected by staff. Staff asks that the Commissioners evaluate the merits of each proposal for discussion, prior to the January 24 meeting. 6. The purpose of the workshop is to review the proposals and provide an initial discussion. However, the final selection will not occur until the regularly- scheduled February 1, 2022 PACT meeting. Below is a draft agenda for the workshop: a. Staff Presentation. Staff to provide an overview of submittals received. (Approximately 5 minutes). b. Artist Presentation and Commission Questions and Answer. Each Artist will be given 5 minutes to present their proposal and roughly 5 minutes for the Commissioners to ask questions. (Approximately 80 minutes). c. Public Comment. Public comment will be accepted, including comment from the HPAC representative. Typically, public comment is limited to 3 minutes but the Commission may decide to allow longer. The Commission may also decide to open Public Comment after each presentation, although careful consideration should be given to the overall meeting schedule if this is the case. (Approximately 15 minutes). d. Commissioner Discussion. Commissioners will discuss the proposals, identifying strengths and weaknesses based on the review criteria. (Approximately 15 minutes). e. Summary. Staff provides a brief recap of the comments received. (Approximately 5 minutes). The Commission may decide to revise the agenda but should plan time to receive all public comment. 7. Staff will summarize the input received at the January 24 workshop for the regularly-scheduled February 1, 2022 PACT meeting. This summary will be provided as a part of the published agenda as well as through a staff presentation at the February 1, 2022 meeting. The Commission will make a final art selection recommendation at the February 1, 2022 meeting. 8. Staff will inform the Town Council of PACT’s recommendation, likely in the form of a presentation at their regularly-scheduled February 8, or February 22, 2022 meetings. 9. Staff will work with chosen artist to develop an agreement. The terms of the agreement will generally follow the draft agreement provided in the RFP with the goal to have the art completed in the summer of 2022. Attachments: Proposal Evaluation Form Submittal Summary Brockway Road / Legacy Trail Retaining Wall Art Installation – Evaluation Form This form is for personal use to assist in the ranking of the submittals. The form will not be colle cted. Reviewer:__________________________________________________________________________ Artwork Name:______________________________________________________________________ Artist: _____________________________________________________________________________ Scoring Sheet Criteria for Selection Notes Score 1-10 (10 being highest) Overall concept and approach Originality and innovation Appropriateness, relevance, and compatibility with the site context, including the Historic District Longevity Artist references and experience Demonstrated ability to implement the project Total Score ________________________________________________________________________________________ ________________________________________________________________________________________ ________________________________________________________________________________________ ________________________________________________________________________________________ ________________________________________________________________________________________