​City of Oldsmar

Request for Qualifications/Call for Artists

Oldsmar Downtown Public Art Project

Scope and Specifications

Overview

The City of Oldsmar is requesting artists, architects and design professionals to submit qualifications for creating and installing a permanent exterior public art feature in the downtown area along the corridors of State Street and St. Petersburg Drive.

The public art feature is intended to capture and reflect the identity of the City. Community is the beating heart of Oldsmar and the selected art piece should be iconic and represent Oldsmar’s uniqueness, and have an interactive component with the pedestrian environment.

The public art feature selected should complement surrounding environments, and the installation must be durable and meet all applicable ordinances and regulations. The interactive feature will be located in downtown Oldsmar within the roadway corridors of either State Street or St. Petersburg Drive. Possible sites include the street rights-of-way of State Street and St. Petersburg Drive (including areas presently landscaped), and City-owned properties of City Hall, City Council Chamber, State Street Center and the Library.

Background of Oldsmar

The City of Oldsmar was founded by Ransom Eli Olds, automobile tycoon and the inventor of the Oldsmobile, in 1916. Oldsmar was called the “Wonder Town of Pinellas” and marketing materials advertised property in the " land of golden opportunities for health, wealth, and happiness." Oldsmar’s strong connection to history, strategic location, waterfront shoreline, vast amount of park lands and recreational opportunities, combined with a small-town charm certainly fulfills that vision.

Because of innovative long-range planning and quality governmental services, Oldsmar has become a thriving community that about 14,000 residents call “home” while a workforce of about 40,000 populate the city every day. Oldsmar’s commercial, retail and residential communities continue to grow at a steady rate – making the area highly desirable. An enhanced retail corridor offers over 50 restaurants and numerous shopping destinations.

Recognized as the “Hub of Tampa Bay”, Oldsmar is strategically located in Pinellas County adjacent to Hillsborough County. Convenient access is provided by the major roadways of SR580 and Tampa/Hillsborough Roads, and two nearby international airports. The strategic location has fostered diverse commercial and industrial businesses, including Nielsen Media, United Health Care, Microlumen and Lockheed Martin.

Oldsmar is a community that values its abundant natural resources and sense of community. Contributing to Oldsmar’s small-town charm, the City’s annual events are an integral part of life. Annual events include Celebrate Oldsmar, Oldsmar Days and Nights, Halloween Happenings and Christmas Wonderland.

Embracing its environmental lands, parks and recreation, over 40% of Oldsmar’s land mass is dedicated to that purpose. Oldsmar’s eleven parks offer diverse, unique opportunities for visitors to enjoy. These include nature-based recreation activities such as the Empower Adventures zipline and canopy tour, an environmental education center, 10 miles of trail, fishing piers, kayak launches, and natural beaches.  Vast recreation and learning opportunities include public library, older adult and general recreation programs. Athletic opportunities include an internationally recognized BMX facility, a Gold-Level Disc Golf Course, youth sports and adult athletic leagues. Oldsmar has truly realized the vision R.E. Olds created over a hundred years ago. It offers an unparalleled community that offers “golden opportunities for health, wealth, and happiness.”

Downtown

The downtown area may look “vacant” for now, but has an imminent mixed use, walkable downtown environment future.
The City Council has proposed to create an identifiable downtown with mixed use (higher density residential, retail and office) along both corridors. The City owns 15 acres of the vacant land which is anticipated to be developed as such in the near future.

The large pieces of land include:

An 8-acre parcel immediate east of City Hall bounded by the State Street, SR580/Tampa Road and Fairfield Street including the strip shopping mall located Tampa Road and Fairfield Street (anticipated to be demolished).

A 7-acre parcel bounded by State Street, St. Petersburg Drive, and Dartmouth including the Beamworks building and the vacant strip shopping mall located at 504 St. Petersburg Drive (both anticipated to be demolished) As development is yet to occur, the art feature will be limited to the street corridors (including landscaped islands and right -of-ways), and other developed city owned properties. These parcels include the property immediately to the west, north and south of City Hall, the property of the City Council Chamber Site, the property of the Library, and the property of State Street Center. Proposed designs should not impede sidewalk of crosswalk pedestrian traffic.

Artwork Scope

The City of Oldsmar is seeking artists or artist teams with experience in the design, fabrication, and installation of public artworks. Artists are asked to submit their qualifications. As previously stated, the art feature should reflect Oldsmar’s uniqueness, and have opportunity for pedestrian interaction.

Eligibility

This is a nationwide call which is also open to all qualified local artists/teams to submit qualifications. The commissioned artist or team of artists must be able to work in close collaboration with city staff and the selection/review committee.

Artist Selection Process

Submitted materials will be reviewed by the appointed selection/review committee. There will be several reviews from qualification submissions to select three (3) finalists to submit site specific proposals for the project. Please note that the artist will select their specific site based on the identified possible locations. Final proposals will be posted online to gather public feedback which the appointed review committee will consider in making their final selection. Finalists will be paid $250 each for their preliminary designs and proposal presentation. The selected finalists will retain copyright over his/her original design; however, the City of Oldsmar will retain rights to promote and reproduce the completed work in print and electronic form on a non-commercial basis.

Evaluation Criteria

Evaluation and selection of the final qualified artist and/or artist teams will be based on criteria in the following categories:

• Qualifications of the Artist or artist team members
• Relevant Experience of the Artist and Key Team Members
• Relevant Current/Past Projects
• Past Performance & Client References
• Examples of Previous Work
• Experience with Outdoor Art and Art Installation
• Ability to Meet City Requirements
• Completeness of the Proposal
• Proposed Project Budget

Once a final artist or team is selected, their budget for this project is $38,000 on a turnkey basis. The budget includes all costs; i.e., proposals, materials. the hiring of engineers/inspectors, fabrication, installation, artist commission and travel.

Tentative Project Timeline

• Posting Call: April 19, 2019
• Final date for questions: April 26, 2019
• Closing Call: May 10, 2019 @ 11:59 PM EST – see “How to Apply”
• Select 3 Finalists for proposal: week of May 11 - 23, 2019 (tentative)
• Final submission of Proposals: July 5, 2019
• Artist Proposal Presentation (in person or video conferencing): week of July 8 - 19, 2019 (tentative)
• Final Selection: Week of August 5, 2019
• Tentative Award of Contract by City Council: September 2, 2019
• Fabrication and Installation: tbd following contract award

How To Apply

1. Submit digital images of artwork portfolio
 Artists are required to submit no less than three images, but may submit up to 19 media samples (images, audio, or video samples) per application. Only 4 of these 20 media samples may be audio or video files. All artists must own the copyright of the materials they submit.

2. Digital Image Preparation
Instructions on how to format images to CaFE™ specifications can be found at https://www.callforentry.org/uploading-images-audio-and-video-files/

3. Submit one copy of a current resume
If artists are submitting qualifications as a team, each member must submit an individual resume.

4. Letter of interest
Artists and artist teams are required to submit a one-page letter expressing their interest in the project. The letter should highlight their approach to public art as well as any relevant experience with projects of a similar scale highlighting partnerships with experienced professionals.

5. Image list
Please include an annotated image list including title, artist name, media, image name/number, and any other relevant information.

6. References
Please include at least three (3) references that can speak to artistic ability, reliability, and professional conduct. 

Incomplete or ineligible submissions will not be reviewed.

How To Submit

All application materials must be submitted electronically through CaFE™ at https://artist.callforentry.org/festivals_unique_info.php?ID=6589  or https://artist.callforentry.org. Hand delivered, mailed, emailed, or faxed applications will not be accepted.

Application closes promptly on Friday May 10, 2019 at midnight (Eastern Standard Time).
There is no application fee when using the CaFE™ online application system.

What is CaFE™?

CallforEntry.org™, also known as CaFE™, is a Web-based service that allows organizations and administrators to easily and cost-effectively manage artist-application processes related to calls for entry and other events.

Because slide projectors are being phased out, many organizations are choosing to review artist’ work via high- quality digital images instead of slides. CaFE™ provides artists with a free, easy-to-use system that allows them to enter contact information, upload digital images of their artwork, and enter several open calls at one time – eliminating the cost of duplicating slides and mailing individual application packets for each call for entry.

Questions

All questions must be submitted in writing no later than 5:00 PM EST on Friday, April 26, 2019. Questions are to be submitted via email to purchasing@myoldsmar.com  and will be answered via written addendum.

General Terms and Conditions

Insurance

A. INSURANCE REQUIREMENTS:

The successful company/artist agrees to keep and maintain insurance policies for the duration of this Agreement including but not limited to general liability, workers’ compensation and employer’s liability, and automobile liability with at least the minimum limits shown below. The company/artist shall provide evidence of insurance coverage consistent with this requirement prior to contract award. The company shall furnish the City with certificates of insurance for each type of insurance described herein, with the City listed as Certificate Holder and as an additional insured on the company’s General Liability policy. In the event of bodily injury, property damage, or financial loss caused by company/artist’s negligent acts or omissions in connection with company/artist’s services performed under this Agreement, the company/artist’s Liability insurance shall be the primary with respect to any other insurance which may be available to the City, regardless of how the “other insurance” provisions may read. In the event of cancellation, substantial changes or nonrenewal, the company/artist and company/artist’s insurance carrier shall give the City at least thirty (30) days prior written notice. No work shall be performed until the company has furnished to the City the above referenced certificates of insurance and associated endorsements, in a form suitable to the City.

Commercial General Liability: $500,000 per occurrence,

Automobile Liability: $500,000 limit including coverage for owned, non-owned and hired vehicles as applicable.

B. INDEMNIFICATION:

The successful company shall indemnify, defend, and hold harmless the City and its subsidiaries, divisions, officers, directors and employees from all liability, loss, costs, claims, damages, expenses, attorney fees, judgments and awards arising or claimed to have risen, from any injury caused by, or allegedly caused by, either in whole or in part, any act or omission of the company or any employee, agent or assign of the company. This provision is not applicable to any claim arising out of or related to any active or primary negligence of or by City, its officers or employees. Nothing herein shall be construed as a waiver on the part of the City to any defense of any claim, including, but not limited to the defense of government immunity.

C. OTHER CONDITIONS:

a.) The City of Oldsmar must be named as additionally insured on all applicable policies, as determined by the Administrative Services Department for the City. Certificates of Insurance covering all aforementioned insurance requirements must be submitted prior to receiving the Notice to Proceed and must be maintained on file with the City during the life of the project, or the contract period, whichever is longer during the term of the Contract.

b.) Thirty-day (30) Notice must be provided to the Owner in the event of any insurance cancellation that would affect the interests of the owner.

c.) The Contractor(s) shall be responsible for securing Certificates of Insurance from all subcontractors who are engaged in work. Any deficiency in the coverage or policy limits of any subcontractor(s) will be the sole responsibility of the Contractor(s) to remedy.

d.) The Owner shall not be responsible for purchasing and maintaining any property insurance to protect the interests of Contractor(s), subcontractors or others involved in the performance of the work under contract.

Public Records

City of Oldsmar Government is subject to the Florida Public Records law (Chapter 119, Florida Statutes), and all documents, materials, and data submitted to any solicitation as part of the response are governed by the disclosure, exemption and confidentiality provisions relating to public records in Florida Statutes. Except for materials that are “trade secrets” or “confidential” as defined by applicable Florida law, ownership of all documents, materials, and data submitted in response to the solicitation shall belong exclusively to the City.

IF THE CONTRACTOR(S) HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE CONTRACTOR’S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS CONTRACT, CONTACT THE CUSTODIAN OF RECORDS AT: City Clerk’s Office  records@myoldsmar.com; (813) 749-1100; Public Records Request, City of Oldsmar, 100 State Street West, Oldsmar, Florida 34677.

A. Lobbying shall be prohibited on all City competitive selection processes and purchasing contract awards pursuant to this division, including, but not limited to, requests for proposals, requests for quotations, requests for qualifications, bids or the award of purchasing contracts of any type. The purpose of this prohibition is to protect the integrity of the procurement process by shielding it from undue influences prior to the contract award, or the competitive selection process is otherwise concluded. However, nothing herein shall prohibit a prospective bidder/proposer/protestor from contacting the purchasing department or the City attorney’s office to address situations such as clarification and/or pose questions related to the procurement process.

B. Lobbying of evaluation committee members, City government employees, elected/ appointed officials, or advisory board members regarding requests for proposals, requests for quotations, requests for qualifications, bids, or purchasing contracts, by the bidder/proposer, any member of the bidder’s/proposer’s staff, any agent or representative of the bidder/proposer, or any person employed by any legal entity affiliated with or representing a bidder/ proposer/protestor, is strictly prohibited from the date of the advertisement, or on a date otherwise established by the City Council, until either an award is final, or the competitive selection process is otherwise concluded. Any lobbying activities in violation of this section by or on behalf of a bidder/proposer shall result in the disqualification or rejection of the proposal, quotation, statement of qualification, bid or contract.

C. For purposes of this provision, lobbying shall mean influencing or attempting to influence action or non-action, and/or attempting to obtain the goodwill of persons specified herein relating to the selection, ranking, or contact award in connection with any request for proposal, request for quotation, request for qualification, bid or purchasing contract through direct or indirect oral or written communication. The final award of a purchasing contract shall be the effective date of the purchasing contract.

D. Any evaluation committee member, City government employee, elected/appointed official, or advisory board member who has been lobbied shall immediately report the lobbying activity to the Director of Administrative Services.

Statement Relative to "Public Entity Crimes"

A sworn statement, in accordance with Florida Statutes, Section 287.133(3)(a), on Public Entity Crimes, must be completed by the successful bidder and received prior to award of contract.

Collusion

The applicant, by submitting a proposal, agrees tot he following: "Applicant certifies that its submission is made without previous understanding, agreement, or connection with any person, form, or corporation making a submission for the same item(s) and is in all respects fair, without outside control, collusion, fraud, or otherwise illegal action".

Copyright or Patent Rights

Proposer warrants that there has been no violation of copyrights or patent rights in any goods or services as a result of the proposal, and proposer agrees to hold the City harmless from any and all liability, loss, or expense occasioned by any such violation. Proposer shall obtain all necessary consents and shall pay all royalties, licenses, and fees for the use of any patented invention, articles, composition or process in the work done or any part thereof embraced in this Contract.

The proposer, by acceptance of this order, certifies that to the best of his/her knowledge or belief, no elected/appointed official or employee of the City of Oldsmar is financially interested, either directly or indirectly, in the purchase of goods or services specified on this order.

Non-Exclusive Contract

Award of this Agreement shall impose no obligation on the City to utilize the Contractor(s) for all Work of this type, which may develop during the Agreement period. This is not an exclusive Agreement. The City specifically reserves the right to concurrently contract with other companies for similar Work if it deems such action to be in the City’s best interest. In the case of multiple-term contracts, this provision shall apply separately to each term.

The Proposer agrees to comply, at its own expense, with all Federal, State and Local laws, codes, statutes, ordinances, rules, regulations and requirements applicable to the Work, including but not limited to, those dealing with taxation, Worker’s’ Compensation, equal employment, safety (including, but not limited to, the Trench Safety Act, Chapter 553.60-553.64, Florida Statutes), labor, work hours, labor conditions, environment, and related matters. If the Contractor(s) observes that the Contract Documents are at variance therewith, it shall promptly notify the City in writing.

A. The direction and supervision of work performed under this Contract shall be by personnel that have been properly trained and qualified pursuant to industry standards to perform such services as those being requested by the City. Personnel employed by the Contractor(s) shall be careful and competent and serve the public in a courteous and helpful manner. Care should be taken to prevent damage to property, equipment, infrastructure, and natural elements.

B. The Contractor(s) shall devote sufficient personnel time and attention to the direction of the operation to ensure performance satisfactory to the City. There shall be at all times a competent, qualified, and reliable representative on the work force to supervise Work, who is authorized to receive and act upon orders, and who will be available during rendering of all City services and be authorized to take corrective and remedial actions to ensure high quality and timely service.

C. The Contractor(s) shall cooperate with City’s authorized representative in every reasonable way in order to successfully complete the services required under this Contract.

Protection of Resident Workers

A. The City supports the Federal Immigration and Nationality Act (INA) which includes provisions addressing employment eligibility, employment verification and non-discrimination. The Contractor(s) is held responsible to establish appropriate procedures and controls so no service under this Contract will be performed by any worker who is not legally eligible to perform such services.

B. The City shall have the right to immediately terminate an agreement if the City determines that the Contractor(s) has failed to perform satisfactorily with respect to its employment practices in support of INA.

C. The Contractor(s) shall utilize the U.S. Department of Homeland Security’s E-Verify system to verify the employment eligibility of all current and new employees hired by the Contractor(s) during the term of the Contract.

Right to Audit

A. All of the Contractor’s records related to the performance of the Contract shall be open to inspection and subject to reproduction by the Authorized Representative during normal working hours to the extent necessary to permit adequate evaluation and verification of any invoices for payment, or claims, submitted by the Contractor(s) or any of his payees pursuant to the execution of the Contract. Such records shall include, but not be limited to, accounting records, written policies and procedures, Subcontractor(s) files, original estimates, estimating work sheets, correspondence, Change Order files (including the documentation of negotiated settlements), any supporting evidence necessary to substantiate charges related to this Contract, and any records necessary to evaluate and verify direct and indirect costs (including overhead allocations) as they may apply to costs associated with this Contract.

B. The Authorized Representative shall have access to the Contractor’s facilities and all necessary records in order to conduct audits in compliance with this paragraph.

C. For the purpose of such audits, inspections, examinations and evaluations, the Authorized Representative shall have access to the said records from the Contract start date, for the duration of the Contract, and until thirty-six (36) months after the date of final payment by the City for performance under this Contract. The Contractor(s) hereby agrees to maintain said records in safe and dry storage until the end of the 36-month time period.

Taxes

The City of Oldsmar is exempt from Florida Sales/Use taxes and most levied by the Federal Government. Exemption certificates will be provided upon request.

Invoices for Payment

A. If applicable, Contractor shall submit invoices for payment as provided herein with such documentation as required by the City and all payments shall be made in accordance with the requirements of Section 218.70 et. Seq, Florida Statues, “The Local Government Prompt Payment Act.” Invoices shall be submitted to the address below unless instructed otherwise on the purchase order, or if no purchase order, by the ordering department:
City of Oldsmar Accounts Payable
100 State Street West
Oldsmar, Florida 34677

B. Each invoice shall include, at a minimum, the Contractor’s name, contact information and the standard purchase order number. The City may dispute any payments invoiced by Contractor in accordance with Section 218.76, Florida Statutes. 

Licenses

The Contractor(s) shall secure and maintain all applicable licenses required for the prosecution of the specified work. Fees for licenses that the Contractor(s) is required to obtain shall be paid by the Contractor(s).

The Owner’s Right to do Work

If the Contractor(s) should neglect to execute the work properly or fail to perform any provision of this Contract, the Owner after three days written notice to the Contractor(s) may, without prejudice to any other remedy, make good such deficiencies and deduct the cost thereof from the payment then or thereafter due the Contractor(s). 

Contractor’s Liability

The status of the Contractor(s) in the work to be performed under this Contract is that of an independent Contractor(s). The Contractor(s) shall properly safeguard against any and all injury or damage to any person, to public and private property, materials and things. The Contractor(s) alone shall be responsible for any and all damage, loss or injury to persons or property that may rise or be incurred during the conduct or progress of said work, from the action of the elements or from any unforeseen or unusual difficulty, whether or not the Contractor(s), Subcontractor(s), agents or employees have been negligent. The Contractor(s) shall assume and be liable for all blame and loss of whatsoever nature by reason of neglect or violation of any federal, state, county, or local laws, regulations, or ordinances; that Contractor(s) shall indemnify and save harmless the Owner, all their officers, agents, and employees, from all suits or actions at law of any kind whatsoever in connection with this work and shall, if required by the Owner, produce evidence of settlement of any such action before final payment shall be made by the Owner.

Errors and Omissions

The Contractor(s) shall not take advantage of any apparent error or omission in the Contract Documents. If any errors and/or omissions appear in the Contract Documents, the Contractor(s) shall immediately notify the owner, in writing, of such errors and/or omissions. In the event the Contractor(s) knows or should have known of any errors and/or omissions and fails to provide notification, the Contractor(s) shall be deemed to have waived any claim for increased time or compensation and shall be held responsible for the results and the costs of rectifying any such errors and/or omissions.

Default of Contract

In case of default by the Contractor(s), the City may procure the items or services from other sources and hold the Contractor(s) responsible for any excess costs occasioned or incurred thereby and shall be entitled to reasonable attorney fees.

Protection of Work and Property

The Contractor(s) shall continuously maintain adequate protection of all work from damage and shall protect the Owner’s property from injury or loss arising in connection with this Contract.

The Owner’s Right to Terminate Contract

If the Contractor(s) should be adjudged as bankrupt or make a general assignment for the benefit of his creditors, or if a receiver should be appointed on account of insolvency, or if the Contractor(s) should persistently or repeatedly refuse or should fail to supply enough properly skilled workmen or proper materials or persistently disregard laws, ordinances or the instructions of the Owner, or otherwise be guilty of a substantial violation of any provision of the Contract, then the Owner, upon determining that sufficient cause exists to justify such action, may, without prejudice to any other right or remedy and after giving the Contractor(s) seven (7) days written notice, terminate the employment of the Contractor(s).

Application Requirements

Eligibility Criteria