Willard Clubhouse Public Art

Agency:	City of Berkeley
State:	California
Type of Government:	State & Local
Category:	56 - Construction and Building Materials
Posted:	Feb 13, 2024
Due:	Apr 9, 2024
Solicitation No:	24-11646-C
Publication URL:	To access bid details, please log in.

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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:

Applicant Questions Due:

Responses to Questions Posted:

Application Deadline:

February 13, 2024

March 12, 2024 (by 5:00pm PT)

March 15, 2024

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.

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 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/53515 505311/

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 Berkley 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

Applicant Questions Due

Responses to Questions Posted

Application Deadline

Three Finalists Selected

Finalists Site Visit

Finalists Proposals Due

Finalists Presentations

Commission Approval

Artist Under Contract

Design Development

Fabrication

Installation

February 13, 2024

March 12, 2024 (by 5:00pm PT)

March 15, 2024

April 9, 2024 (by 5:00pm PT)

May 2024

Mid-June 2024

Mid-August 2024

November 2024

January 2025

February 2025

March/April 2025

May - October 2025

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 Mach 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.

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 for the selected artist

only.

VIII. CITY CONTRACTING REQUIREMENTS

A. Non-Discrimination Requirements:

Ordinance No. 5876-N.S. codified in B.M.C. Chapter 13.26 states that, for contracts worth more than $3,000 bids

for supplies or bids or proposals for services shall include a completed Workforce Composition Form. Businesses

with fewer than five employees are exempt from submitting this form. (See B.M.C. 13.26.030)

Under B.M.C. section 13.26.060, the City may require any bidder or vendor it believes may have discriminated

to submit a Non-Discrimination Program. The Contract Compliance Officer will make this determination. This

applies to all contracts and all consultants (contractors). Berkeley Municipal Code section 13.26.070 requires that

all contracts with the City contain a non-discrimination clause, in which the contractor agrees not to discriminate

and allows the City access to records necessary to monitor compliance. This section also applies to all contracts

and all consultants.

Bidders must submit the attached Non-Discrimination Disclosure Form with their proposal.

B. Nuclear Free Berkeley Disclosure Form

Berkeley Municipal Code section 12.90.070 prohibits the City from granting contracts to companies that

knowingly engage in work for nuclear weapons. This contracting prohibition may be waived if the City Council

determines that no reasonable alternative exists to doing business with a company that engages in nuclear

weapons work. If your company engages in work for nuclear weapons, explain on the Disclosure Form the nature

of such work.

Bidders must submit the attached Nuclear Free Disclosure Form with their proposal.

C. Oppressive States

The City of Berkeley prohibits granting of contracts to firms that knowingly provide personal services to specified

Countries. This contracting prohibition may be waived if the City Council determines that no reasonable

alternative exists to doing business with a company that is covered by City Council Resolution Nos. 59,853-N.S.,

60,382-N.S., and 70,606-N.S. If your company or any subsidiary is covered, explain on the Disclosure Form the

nature of such work.

Bidders must submit the attached Oppressive States Disclosure Form with their proposal.

D. Sanctuary City Contracting Ordinance

Chapter 13.105 of the Berkeley Municipal Code prohibits the City from granting and or retaining contracts with

any person or entity that provides Data Broker or Extreme Vetting services to the U.S. Immigration and Customs

Enforcement Division of the United States Department of Homeland Security ("ICE").

Bidders must submit the attached Sanctuary City Compliance Statement with their proposal.

E. Conflict of Interest

This is the opportunity summary page. You are currently viewing an overview of this opportunity and a preview of the attached documentation. For more information, please visit the Publication URL Web page.

Willard Clubhouse Public Art

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