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REQUEST FOR QUALIFICATIONS (RFQ)
Specification No. 24-11646-C
WILLARD CLUBHOUSE PUBLIC ART
PROPOSALS WILL NOT BE OPENED AND READ PUBLICLY
RFQ Issue Date: February 13, 2024
Applicant Questions Due: March 12, 2024 (by 5:00pm PT)
Responses to Questions Posted: March 15, 2024
Application Deadline: April 9, 2024 (by 5:00pm PT)
Applications Accepted Through Submittable: https://cityofberkeleyoed.submittable.com/submit
Proposals will not be accepted after the date and time stated above. Incomplete proposal or proposals that do not conform to the requirements specified herein will not be considered. Issuance of the RFQ does not obligate the City of Berkeley (the “City”) to award a contract, nor is the City liable for any costs incurred by the proposer in the preparation and submittal of proposals for the subject work. The act of submitting a proposal is a declaration that the proposer has read the RFQ and understands all the requirements and conditions.
I. PROJECT SUMMARY
SITE DESCRIPTION
Built in 1971, Willard Clubhouse is located at the southeast corner of Willard Park at 2720 Hillegass Avenue, between Derby Street and Stuart Street. The small 565 square-foot one-story, one-room clubhouse has long been a staple of Berkeley’s after-school and summer day camp programs, with each program serving a maximum of 45 elementary school aged children.
Enrollment for both the after-school and summer day camp programs quickly reach the maximum capacity every year with a typical waitlist of approximately 25 children. Occupancy of the existing clubhouse is limited, therefore in order to accommodate 45 children, staff makes use of the adjacent covered patio, as well as the outside open lawn area to run activities and programs. Additionally, the large open lawn area makes the clubhouse and park a suitable location for the City’s recreation staff to host events such as the Annual Spring Egg Hunt Extravaganza.
In the spring of 2019, the City of Berkeley selected ELS Architecture and Urban Design, a local firm, to provide professional architectural design services for the Willard Clubhouse and Restroom Replacement Project. Together with the City, the project team set out to design a new Willard Clubhouse that would meet the City’s program needs and also be sustainable, modern, accessible, and multi-generational.
The final conceptual design for Willard Clubhouse calls for a 1,700 square foot all electric, multi-purpose recreation building which features a lobby, all-gender restrooms, an office, kitchen, and a large community room with a dividing wall to split the space into two smaller rooms. Completion of the project is anticipated for Spring 2025.
PUBLIC ART PROJECT
Berkeley Civic Arts seeks to commission an Artist to translate two-dimensional imagery to tile or mosaic on an interior lobby wall measuring 18’-5” wide by 10’ high. (The available area for artwork is 18’-4.5” wide x 9’-6”.) While the main viewing experience is within the Clubhouse, the artwork will also be visible from the outside through the glass entryway.
To view images of project location, please visit: https://www.flickr.com/photos/182423535@N08/albums/72177720314641146/with/53515505311/
PROJECT GOALS
a. To enhance a visitor’s experience of Willard Park and Clubhouse with a visual amenity
b. To respond to the site thematically, which may include the history, architecture, culture, or other site-specific concepts
c. To appeal to a wide age range of Willard Park and Clubhouse visitors and guests
PROJECT BUDGET
The total Artist contract amount is $135,000. This is inclusive of the Artist fee, design, fabrication, transportation, travel, and any other related project costs. The City will hire a licensed tile contractor to install the artwork. Artist will be required to be on site during installation.
ARTIST ELIGIBILITY
Professional practicing Artists residing in the United States are eligible to apply. Artists who belong to a historically underrepresented population are strongly encouraged to apply.
II. SCOPE OF SERVICES
a. Artist will enter into a Personal Services Agreement with the City of Berkeley. The anticipated agreement term is from February 2025 to December 2025.
b. Artist will design, fabricate, transport, and oversee the installation of an artwork at Willard Clubhouse for an amount not to exceed $135,000.
c. Artist will attend meetings and site visits, and supply shop drawing, renderings and material samples as needed to complete the project.
d. Artist will provide a maintenance plan for the artwork.
III. SUBMISSION REQUIREMENTS
APPLICATION MATERIALS
In order to be considered for this public art opportunity, applicants must submit a fully completed application using the online portal, Submittable and provide all required application materials. Applications that are mailed, emailed, or hand-delivered will not be considered.
The application consists of the following components:
a. Letter of Interest
Provide a description of your artistic approach in planning, designing, and fabricating public art.
One-page maximum. Acceptable file types: .doc, .docx, .pdf.
b. Resume and/or Biography
One-page maximum. Acceptable file types: .doc, .docx, .pdf.
If you are applying as a team please combine individual resumes into one document.
c. Images
Up to ten (10) images of previous work. Acceptable file types: .jpg, .jpeg, .png
For all images, list the following: title, medium, dimensions, year, and a brief description. For team applications, please indicate the lead Artist.
IV. SELECTION CRITERIA
Selection Criteria for Artists and Artwork will be selected in accordance with the Mission and Goals of the Civic Arts Commission and in accordance with the criteria below. Criteria to be used when scoring an Artist's application for a commission shall include, but not be limited to, the following considerations. Per City contracting requirements, Artist applicants who are registered as a City of Berkeley Local Business will be given a bonus of 5 points for a possible total of 105 points.
Letter of Interest (30 points)
Compatibility of Artist to the Project Goals
Experience (30 points)
Experience with projects of similar scope and scale, or comparable professional experience to address the requirements of working in the public sector.
Portfolio (40 points)
Artistic excellence and originality as shown in submitted Images of previous work and Image List
V. ARTIST SELECTION PROCESS
Qualification Panel
The applications will be screened by a panel of three Bay Area arts professionals to identify a pool of qualified Artists.
Review Panel
Qualified Artists will then be presented to the Willard Clubhouse Artist Review Panel consisting of three Bay Area arts professionals, a Civic Arts Commissioner, a Parks, Recreation and Waterfront Commissioner, a member of the architect or design team, and a community representative. Using Selection Criteria, this panel will identify three finalists who will be invited to the project site for a Q+A session with the project team and key stakeholders. Each finalist will be paid an honorarium of $1000 plus travel reimbursement for development of a proposal.
The Willard Clubhouse Artist Review Panel will reconvene to consider the finalists’ proposals in an interview format. The panel will select one Artist to recommend to the Civic Art Commission.
Commission Approval
The Willard Clubhouse Artist Review Panel recommendation will be submitted first to the Public Art Subcommittee, a subcommittee of the Civic Arts Commission and then to the full Civic Arts Commission for approval. All Willard Clubhouse Artist Review Panel recommendations are subject to the Public Art Subcommittee and Civic Arts Commission. The City reserves the right to reject any and all submissions.
VI. SCHEDULE (dates are subject to change)
RFQ Issue Date February 13, 2024
Applicant Questions Due March 12, 2024 (by 5:00pm PT)
Applicant Answers posted in Submittable March 15, 2024 (by 5:00pm PT)
Application Deadline April 9, 2024 (by 5:00pm PT)
Three Finalists Selected May 2024
Finalists Site Visit Mid-June 2024
Finalists Proposals Due Mid-August 2024
Finalists Presentations November 2024
Commission Approval January 2025
Artist Under Contract February 2025
Design Development March/April 2025
Fabrication May-October 2025
Installation November/December 2025
VII. QUESTIONS REGARDING RFQ
For questions concerning the anticipated work, or scope of the project, please contact Berkeley Civic Arts, via email at civicarts@berkeleyca.gov no later than March 12, 2024 (by 5:00pm PT). Answers to questions will not be provided by telephone or email. Answers to all questions or any addenda will be posted as an attachment in the RFQ posted on the City of Berkeley’s Civic Art Submittable portal at https://cityofberkeleyoed.submittable.com/submit. It is the vendor’s responsibility to check this site.
Note: Answers to questions submitted by the deadline are posted below.
QUESTIONS AND ANSWERS
1) Where is the appropriate place to attach and what type of file for the Image List? As a jpeg with the images?
Answer: No separate image list document is required. When each image file is uploaded, the applicant will fill out image information within the fields provided, including Title, Medium, Dimensions, Year, and Brief Description.
2) What are the ideal size parameters (for images)? Will the images be viewed by the selection committee and artist review panel on personal computers or projected?
Answer: Images should be of a resolution that allows them to be viewed clearly at the full size of a computer screen. Panelists will view images on personal computers.
3) Are there community facilities/sites that can be accessed for collaborative community work? What would the process be, and who should I speak with to coordinate this kind of need for facilities wanted for our community work days?
Answer: Finalists are welcomed to explore community engagement options at the Willard Clubhouse based upon information collected at the in-person Q+A and site visit.
4) I am concerned about my chances of being selected as I am competing with artists who already have 10 images of public work. Additionally, as a white woman artist, I feel that I may be at a disadvantage. Would the city of Berkeley be open to my situation?
Answer: All applicants are welcome to submit. Criteria guiding how panelists will assess applicants include: 1) Compatibility of Artist to the Project Goals (described in the RFQ), as evidenced in the Letter of Interest, 2) Experience with projects of similar scope and scale, or comparable professional experience to address the requirements of working in the public sector, and 3) Artistic excellence and originality as shown in submitted images of previous work.
5) When the tile design is shipped to Berkeley where is it stored? Would the tile installer be the person opening the work with me and laying out the mural first on the floor? I assume that the clubhouse lobby will be closed off to the public during this time, correct?
Answer: Finalists will be asked to explore and recommend budgeted transportation and storage options based upon information collected at the in-person Q+A and site visit.
A state-licensed contractor will layout and install the artwork with the Artist’s input. The contractor will coordinate with the City the recommended installation requirements for public safety.
6) Is there a limit to the depth of the artwork? I understand that the RFP calls it a 2D image, but would it be possible to do a shallow relief or with some shapes tiles with different depths?
Answer: If the artwork meets ADA regulations, shallow relief is possible.
7) Would it be possible to get the 3D model of the space that's shown in the RFP?
Answer: A 3D model of the lobby does not exist.
8) Would it be possible to integrate simple lighting into the installation?
Answer: Building lighting is already planned to illuminate the lobby, including the wall on which the artwork will be installed. Additional lighting has not been anticipated, and, therefore, there are no electrical outlets on the wall itself. Finalists may inquire about available infrastructure to support additional lighting during the site visit / Q&A.
TECHNICAL SUPPORT
Submittable technical support is available on their website https://www.submittable.com/help/submitter/ or by emailing support@submittable.com. Their business hours are 9am-5pm MT. They aim to respond within 24 business hours.
Please see Terms of Use below for insurance and other requirements. Note that selected artist is not required to carry professional liability insurance, and requirements for "bidders" refers to those for the selected artist only.