Title
Resolution to Approve a Professional Services Agreement with Ann Arbor Art Association for Artist Selection Services for the Stadium Boulevard Reconstruction Project ($35,000.00)
Memorandum
Attached for your review and approval, please find a Professional Services Agreement with Ann Arbor Art Association d/b/a Ann Arbor Art Center (AAAC) in the amount of $35,000.00 for artist selection services associated with the Stadium Boulevard Reconstruction Project. The services to be provided by AAAC include:
1. Organize a volunteer project committee to assist in the selection of the artist. The project committee shall include at least one representative designated by the Ann Arbor Public Art Commission;
2. Create specifications for the artwork;
3. Create and implement a process to solicit artwork proposals including the expected implementation/construction budget;
4. Work collaboratively with the Project Committee to define the process for selecting 3 to 5 finalists;
5. Create and post the formal call for artists;
6. Manage the receipt and review of all proposals;
7. Work with the Project Committee to create a “short-list” of 3 to 5 artists;
8. Manage and support the art selection process to identify a recommended proposal with public participation, including:
a) Community involvement through web-based polling and review/ commentary;
b) Holding town hall meetings for direct community input;
c) Final jury review; and
d) Communicate selected Artist/Artwork.
9. Make written recommendation to the City and the Ann Arbor Public Art Commission for preferred artwork proposal, including estimated maintenance activities and costs for 20 years; be available to answer questions accordingly.
The artist selection process is expected to begin in May 2016 and conclude by December 2016. The Ann arbor Public Art Commission will be participating in this project in an advisory capacity.
The Stadium Boulevard Reconstruction Project is currently being planned to be bid through the Michigan Department of Transportation in August 2016 with construction to start mid-November upon completion of the University’s Home Football Season. Construction is expected to continue through Winter 2017 and conclude by September 1, 2017. The timing of the installation of the proposed art work will be coordinated with the construction project. However, it is unclear at this time if the artwork will be installed during the construction activities or if it will be performed thereafter.
Staff from the Project Management Services Unit will assist AAAC during the selection process by providing them with information regarding the proposed project in relation to the details of the roadway reconstruction project and begin the coordination of the installation of the artwork, work with other City Staff to provide access to the City’s website to facilitate artwork selection, and other similar tasks.
Financial Impact
The estimated budget for the proposed artwork to be selected is $115,000.00 for all costs including artist fees, materials, shipping, travel expenses, engineering, installation, and creation of artwork within the allotted time frame. This agreement with AAAC does not fund the construction or installation of the artwork. AAAC will recommend the selection of the artist to the City and the City will then contract with the selected artist for the creation and installation of the artwork.
The funding for this work is anticipated to be budgeted proportionately as follows: Street Millage, 85%, $29,750.00 (est.) and Storm Water Sewer System, 15%, $5,250.00 (est).
Staff
Prepared by: Nicholas S. Hutchinson, P.E., City Engineer
Reviewed by: Craig Hupy, Public Services Area Administrator
Approved by: Tom Crawford, Interim City Administrator
Body
Whereas, It is necessary to retain the services of a firm to select an artist for creating and installing public art as part of the Stadium Boulevard Reconstruction Project;
Whereas, Ann Arbor Art Association has submitted a proposal to the City and it has been reviewed by City staff and determined to be reasonable;
Whereas, Funding for this work is anticipated to be budgeted proportionately as follows: Street Millage, 85%, $29,750.00 (est.) and Storm Water Sewer System, 15%, $5,250.00 (est); and
Whereas, Ann Arbor Art Association will submit documentation showing compliance with the requirements of the City’s Non-Discrimination and Living Wage ordinances prior to signing the contract;
RESOLVED, That a Professional Services Agreement with Ann Arbor Art Association in the amount of $35,000.00 be approved;
RESOLVED, That the Mayor and Clerk be authorized and directed to execute said agreement, after approval as to form by the City Attorney and approval as to substance by the City Administrator;
RESOLVED, That the City Administrator be authorized to approve amendments to Ann Arbor Art Association’s Professional Services Agreement up to $3,500.00 in order to satisfactorily complete the project; and
RESOLVED, That the City Administrator be authorized to take the necessary administrative actions to implement this resolution.