Loading...
HomeMy WebLinkAboutStaff Report 309-05" .. Attachment A POLICY AND PROCEDURES x-xxJCSD Effective: November 2004 ART IN CITY CAPITAL IMPROVEMENT PROJECTS POLICY STATEMENT As a policy the City will budget one percent (1 %) of its construction costs to include public art for City capital improvement projects that have a visual impact on the surrounding environment by altering a site through new construction or reconstruction. The Public Art Commission, through its staff liaison, will work with the appropriate City departments (which may include but are not limited to Planning, Public Works, Utilities, and Community Services) to identify and select the appropriate pr,ojects and.artists. PROJECTS INCLUDED AS POTENTiAL SITES City capital improvement projects that have a visual impact on the surrounding environment by significantly changing Qr altering a site with the addition of a substantial new construction or reconstruction are potential sites for an art component. Examples of projects may include but are not limited to: • New buildings such as libraries, public safety buildings, community centers, parking garages and lots, transit stations, or performing art center. • Parks and plazas • Gateways entering and existing at the City boundaries • Bridges, walls and tunnels PROJECTS EXCLUDED FROM CONSIDERATION AS POTENTIAL SITES City capital improvement projects with minor or no visual impact are excluded from consideration. Examples of excluded projects may include but are not limited to: • Anyimprovements, upgrades, and/or repair to existing systems such as irrigation, mechanical or electrical, and projects where the significant portion of the work IS underground, such as the Electric Under grounding Projects and Water Gas or Wastewater Rehabilitation and Augmentations projects. • Any installation of a new system such as irrigation, mechanical or electrical and projects where the significant portion of the work is underground, such as the electric under grounding projects and water, gas or wastewater rehabilitation and augmentations projects. • Projects with no design or construction, such as studies associated with capital projects. • Customer connection projects associated with the utility meters and equipment for electric, water, and gas services to customers for which customers are charged for Page 1 of 1 POLICY AND PROCEDURES x-xxlCSD Effective: November 2004 the services. It is not the intention of the procedure to cause an increase in connection fees to customers. • Projects designed and constructed to protect and guard the security of Utility facilities. • Projects associated with software, hardware and other IT related products. • ADA compliance • Seismic retrofitting •. Open space maintenance projects such as trail and erosion repair • Parking lot repajr or reconstruction • Annual street maintenance and sidewalk replacement projects • Any project of a temporary nature such as construction fencing and signage, vehicle or equipment replacement. • Projects' for which funding is provided through government, non-profit, or private grants are excluded unless identified for the specific and restricted purpose of the creation of artwork PROCEDURE FOR IDENTIFYING AND SELECTING PROJECTS 1. The staff liaison to the Public Art Commission working with the Infrastructure Management Committee and appropriate City departments will first identify projects that have a visual impact on the surrounding environment, significantly . changing or altering a site with the addition of substantial new construction. 2. Identified projects that merit further consideration will be presented to the Public Art Commission. Consideration will include, but not be limited to: • Significant visual impact on the surrounding environment • Safety and security of the project and the public 3. Projects selected to include public art and submitted during the regular budget process will include one percent (l %) of the project construction budget for art. The project manager will determine the one percent budget derived from the construction estimates, excluding the contingency and design budget. The one percent (l %) will be augmented or decreased during the design phase with the determination of .final cost estimates for construction. 4. Every effort should be made to identify and select projects in a timely manner. PROCEDURE FOR IDENTIFYING AND SELECTING ART WORKS 1. Once the capital improvement project has been approved by ~he Council, the designer/architect selected, and design work has begun, the Request for Proposal (RFP) for the artwork will be developed. The staff liaison to the 'Public Art Commission and the project manager will develop the RFP in consultation with the selected designer/architect. The art budget will be derived from the 1% of the Page 2 of 1 " " " POLICY AND PROCEDURES x-xxlCSD Effective: November 2004 construction budget of the project, excluding the contingency and design budget. The one percent (1 %) will be subject to change during the design phase with the determination of final cost estimates for construction. The RFP will include, but not be limited to: • Artist's timeline beginning with the project design phase. • Any restrictions and requirements of the project as defined by staff and/or project manager. • Artist's responsibilities to the proj ect in regards to time and involvement with the project ~anager and project team. 2. Selection of the artist will include input from the appropriate City department representative as well as the Public Art Commission. Artists will be elected through an open competitive process. 3. Artists' submittals will be reviewed by a panel composed of representatives of the Public Art Commission, staff liaison to the Public Art Commission, appropriate City department representative, and project manager. Considerations in selecting the proposed work of art will include: • Safety and security • Maintenance and repair to the work of art • Appropriateness to the purpose of the site 4. The Public Art Commission will recommend the selected artist and artist's proposal to the City. 5. The selected artist will work with the appropriate department and project manager as detailed in the RFP and contract agreement. . 6. Every effort should be made to conduct the artist selection and contract process in a timely manner. OWNERSHIP AND MAINTENANCE , The City of Palo Alto through owns and maintains all art in City projects and has sole fiscal responsibility for the artworks and the maintenance of the works. This includes all artworks in utility projects, separate from the structures. Page 3 of 1 Art in Capital Projects, 1 0 year 2001-2011 Qualifying Amounts Proj. # Description Park Facilities Improvement (Robles, Seale, Bol, & Werry PG-00010 Parks) PG-98003 Mitchell Park Phase I PE-04010 Children's librarY Improvements PG-02018 Heritage Park . PE-98020 Public Safety Building PE-96008 Downtown Urban Design Total 2001-2011 Cost Attachment B Amount for One% Construction Construction for Art Year 1,300,000 13,000 2001-02 871,000 8,710 2004-05 1,100,000 11,000 2004-05 257,242 2,572 2005-06 665,000 6,650 2006-07 4,193,242 41,932 Attachlnent B . POLICY AND PROCEDURES x-xx/CSD Effective: November 2004 ART IN CITY CAP IT AL IMPROVEMENT PROJECTS POLICY STATEMENT As a policy the City will budget one percent (1 %) of its construction costs to include public art for City capital improvement projects that have a visual impact on the surrounding environment by altering a site through new construction or reconstruction. The Public Art Commission, through its staff liaison, will work with the appropriate City departments (which may include but are not limited to Planning, Public Works, Utilities, and Community Services) to identify and select the appropriate projects and artists. PROJECTS INCLUDED AS POTENTIAL SITES City capital improvement projects that have a visual impact on the surrounding environment by significantly changing or altering a sIte with the addition of a substantial new construction or reconstruction are potential sites for an art component. Examples of projects may include but are not limited to: • New buildings such as libraries, public safety buildings, community centers, parking garages and lots, transit stations, or performing art center. • Parks and plazas • Gateways entering and existing at the City boundaries • . Bridges, walls and tunnels PROJECTS EXCLUDED FROM CONSIDERATION AS POTENTIAL SITES City capital improvement projects with minor or no visual impact are excluded from consideration. Examples of excluded projects may include but are not limited to: • Any improvements, upgrades, and/or repair to existing systems such as irrigation, mechanical or electrical, and projects where the significant portion of the work is underground, such as the Electric Under grounding Projects and Water Gas or Wastewater Rehabilitation and Augmentations projects. • Any installation of a new system such as irrigation, mechanical or electrical and projects where the significant portion of the work is underground, such as the electric under grounding projects and water, gas or wastewater rehabilitation and augmentations projects~ • Projects with no design or construction, such as studies associated with capital projects. • Customer connection projects associated with the utility meters and equipment for electric, water, and gas services to customers for which customers are charged for Page 1 of3 POLICY AND PROCEDURES x-xx/CSD Effective: November 2004 the services. It is not the intention of the procedure to cause an increase in cOll1ection fees to customers. • Projects designed and constructed to protect and guard the security of Utility facilities. • Projects associated with software, hardware and other IT related products. • ADA compliance • Seismic retrofitting • Open space maintenance projects such as trail and erosion repair • Parking lot repair or reconstruction • Annual street maintenance and sidewalk replacement projects • Any project of a temporary nature such as construction fencing and signage, vehicle or equipment replacement. • Projects for which funding is provided through goverrunent, non-profit, or private grants are excluded unless identified for the specific and restricted purpose of the creation of artwork PROCEDURE FOR IDENTIFYING AND SELECTING PROJECTS 1. The staff liaison to the Public Art Commission working with the Infrastructure Management Committee and appropriate City departments will first identify projects that have a visual impact on the surrounding environment, significantly changing or altering a site with the addition of substantial new construction. 2. Identified projects that merit further consideration will be presented to the Public Art Commission. Consideration will include, but not be limited to: • Significant visual impact on the surrounding environment. • Safety and security of the project and the public 3. Projects selected to include public art and submitted during the regular budget process will include one percent (1 %) of the project construction budget for art. The project manager will determine the one percent budget derived from the construction estimates, excluding the c.ontingency and design budget. The one percent (1 %) will be augmented or decreased during the design phase with the determination of final cost estimates for construction. 4. The Finance Committee will review and approve any public art element in any Infrastructure Management project over $20 million, and all projects that may impact the General Fund. 5. Every effort should be made to identify and select projects in a timely manner. Page 2 of3 POLICY AND PROCEDURES x-xx/CSD Effective: November 2004 PROCEDURE FOR IDENTIFYING AND SELECTING ART WORKS 1. Once the Capital Improvement Project (CIP) has been approved by the City Council, the designer/architect is selected by the City's Project Team and purchasing staff. When the' design work for the project has begun, the staff liaison to the Public Art Commission and the Project Manager will develop the RFP in consultation with the selected designer/architect. The art budget will be derived from the 1 % ofthe construction budget of the project, excluding the contingency and design budget. The one percent (1 %) will be subject to change during the design phase with the determination of final cost estimates for construction. The RFP will include, but not be limited to: • Artist's timelinebeginning with the project design phase. • Any restrictions and requirements of the project as defined by staff and/or project manager. • Artist's responsibilities to the project in regards to time and involvement , with the project manager and project team. 2. Selection of the artist will include input from the appropriate City department representative as well as the Public Art Commission. Selection of the artist will occur according to the procedures outlined in the City's Purchasing Manual. 3. Artists' submittals will be reviewed by a selection panel composed of representatives of the Public Art Commission, staff liaison to the Public Art Commission, appropriate City department representative, project manager, and architect/designer. Considerations in selecting the' proposed work of art will include: " Safety and security • Maintenance and rep ail: to the work of art • 'Appropriateness to the purpose of the site 4. The Public Art Commission will recommend the selected artist and artist's proposal to the City. 5. The selected artist will work with the appropriate department and project manager as detailed in the RFP and contract agreement. 6. Every effort should be made to conduct the artist selection and contract process in a timely manner. OWNERSHIP AND MAINTENANCE The City of Palo Alto through owns and maintains all art in City projects and has sole fiscal responsibility for the artworks and the maintenance of the works. This includes all artworks in utility projects, separate from the structures. Page 3 of3 Attachment B POLICY AND PROCEDURES x-xx/CSD Effective: July 2005 ART IN CITY CAPITAL IMPROVEMENT PROJECTS POLICY STATEMENT As a policy the City will budget one percent (1 %) of its construction costs to include public art for City capital improvement projects that have a visual impact on the surrounding environment by altering a site through new construction or reconstruction. The Public Art Commission, through its staff liaison, will work with the appropriate City departments (which may include but are not limited to Planning, Public Works, Utilities, and Community Services) to identify and se1eet the appropriate projects and artists. PROJECTS INCLUDED AS POTENTIAL SITES City capital improvement projects that have a visual impact on the surrounding environment by significantly changing or altering a site with the addition of a substantial new construction or reconstruction are potential sites for an art component. Examples of projects may include but are not limited to: • New buildings such as libraries, public safety buildings, community centers, parking garages and lots, transit stations, or performing art center. • Parks and plazas • Gateways entering and existing at the City boundaries • Bridges, walls and tunnels PROJECTS EXCLUDED FROM CONSIDERATION AS POTENTIAL SITES City capital improvement projects with minor or no visual impact are excluded from consideration. Examples of excluded projects may include but are not limited to: • Any improvements, upgrades, and/or repair to existing systems such as irrigation, mechanical or electrical, and projects where the significant portion of the work is underground, such as the Electric Under grounding Projects and Water Gas or Wastewater Rehabilitation and Augmentations projects. • Any installation of a new system such as irrigation, mechanical or electrical and projects where the significant portion of the work is underground, such as the electric under grounding projects and water, gas or wastewater rehabilitation and augmentations projects. • Projects with no design or construction, such as studies associated with capital projects. Page 1 of 1 POLICY AND PROCEDURES x-xx/CSD Effective: July 2005 • Customer connection projects associated with the utility meters and equipment for electric, water, and gas services to customers for which customers are charged for the services. It is not the intention of the procedure to cause an increase in connection fees to customers. • Projects designed and constructed to protect and guard the security of Utility facilities. • Projects associated with software, hardware and other IT related products. • ADA compliance • . Seismic retrofitting • Open space maintenance projects such as trail and erosion repair • Parking lot repair or reconstruction • Annual street maintenance and sidewalk replacement projects • Any project of a temporary nature such as construction fencing and signage, vehicle or equipment replacement. • Projects for which funding is provided through government, non-profit, or private grants are excluded unless identified for the specific and restricted purpose of the creation of artwork PROCEDURE FOR IDENTIFYING AND SELECTING PROJECTS 1. The staff liaison to the Public Art Commission working with the Infrastructure Management Committee and appropriate City departments will first identify projects that have a visual impact on the surrounding environment, significantly changing or altering a site with the addition of substantial new construction. 2. Identified projects that merit further consideration will be presented to the Public Art Commission. Consideration will include, but not be limited to: • Significant visual impact on the surrounding environment • Safety and security of the project and the public 3. Projects selected to include public art and submitted during the regular budget process will include one percent (1 %) of the project construction budget for art. The project manager will determine the one percent budget derived from the construction estimates, excluding the contingency and design budget. The one percent (1 %) will be augmented or decreased during the design phase with the determination of final cost estimates for construction .. 4. The Finance Committee will review and approve any public art element in any Infrastructure Management project over $20 million, and all projects that may impact the General Fund. 5. Every effort should be made to identify and select projects in a timely manner. Page 2 of 1 POLICY AND PROCEDURES x-xx/CSD Effective: July 2005 PROCEDURE FOR IDENTIFYING AND SELECTING ART WORKS 1. Once the Capital Improvement Project (CIP) has been approved by the City Council, the designer/architect is selected by the City's Project Team and purchasing staff. When the design work for the project has begun, the staff liaison to the Public Art Commission and the Project Manager will develop the RFP in consultation with the selected designer/architect. The art budget will be derived from the 1 % of the construction budget of the project, excluding the contingency and design budget. The one percent (1 %) will be subject to change during the design phase with the determination of final cost estimates for construction. The RFP will include, but not be limited to: • Artist's timeline beginning with the project design phase. • Any restrictions and requirements of the project as defined by staff and/or project manager. • Artist's responsibilities to the project in regards to time and involvement with the project manager and project team. 2. Selection of the artist will include input from the appropriate City department representative as well as the Public Art Commission. Selection of the artist will occur according to the procedures outlined in the City's Purchasing Manual. 3. Artists' submittals will be reviewed by, a selection panel composed of representatives of the Public Art Commission, staff liaison to the Public Art Commission, appropriate City department representative, project manager, and architect/designer. Considerations in selecting the proposed work of art will include: • Safety and security • Maintenance and repair to the work of art • Appropriateness to the purpose of the site 4. The Public Art Commission will recommend the selected artist and artist's proposal to the City. 5. The selected artist will work with the appropriate department and project manager as detailed in the RFP and contract agreement. 6. Every effort should be made to conduct the artist selection and contract process in a timely manner. OWNERSHIP AND MAINTENANCE The City of Palo Alto through owns and maintains all art in City projects and has sole fiscal responsibility for the artworks and the maintenance of the works. This includes all artworks in utility projects, separate from the structures. Page 3 of 1 '. Chairperson Kleinberg called the meeting to order at 7:02 p.m. in the Council Conference Room, 250 Hamilton Avenue, Palo Alto, California. Present: Morton (arrived at 7:22 p.m.), Mossar, Ojakian, Kishimoto. Absent: None 1. Oral Communications None. 2. Finance Committee Recommendation to Adopt an "Art in City Projects Policy" that Includes a "1 Percent Art" (January 19, 2005) Co-manager, Division of Arts and Culture, Linda Craighead said a recommendation was made at the January 19, 2005, Finance Committee meeting that staff take into consideration any requirements that made it difficult for the City to fund art projects. The following was added in the policy for identifying and selecting projects as part of the budget process: "The Finance Committee will approve and review any public art element in any infrastructure management project over $20 million and all projects that might impact the General Fund." Council Member Mossar recalled the City sometimes received grant money that did not pay for art. Ms. Craighead said there was language in the policy and procedure that excluded any project that was funded by restricted grants such as State and Federal grants. The concern was if a project was to flow over into the General Fund, something was needed to allow the Council to take that into consideration. Anything in the Capital Improvement Project (CIP) went to the Finance Committee for review and approval, as well as any project that might impact the General Fund. Council Member Kishimoto referred to page 3 of 3 of Attachment B to the staff report (CMR:223:0S), which indicated the Public Art Commission (PAC) would make recommendations to the City .. Ms. Craighead said a selection team, consisting of the Project Manager, the Architect Designer, and staff started the process to send out the Request for Proposal (RFP) and select the artist. The Artist and project came forward after the PAC recommended the Selection Panel's choice to the Council. 04/19/05 FIN:2 Council Member· Kishimoto asked whether the Council approved or disapproved the project. Ms. Craighead said the process was in the Palo Alto Municipal Code (PAMC), and the PAC was the advisory recommending body. The project would be outside the CIP funding th.at was approved on an annual basis. Council Member Kishimoto asked whether item 4, on page 3 of 3, of Attachment B to the staff report (CMR:223:05), "The Public Art Commission will recommend the selected artist and artist's proposal to the City," meant City staff or City Council. Director of Administrative Services Carl Yeats said item 4 referred to the City because the nature of the project was usually under $250,000 and did not, go back to the City Council. Council Member Mossar said the parking garages had an art component that was presented as part of the design that went to the Council. Ms. Craighead said in terms of the Percent for Art for City project, the . project went forward as a package with the artist recommended by the PAC. MOTION: Council Member Mossar moved, seconded by Kishimoto, that the City Council adopt an "Art in City Project Policy," which includes a "1 Percent For Art" and allows the Council to take into consideration any requirements that would make it difficult for the City to fund the art project. MOTION PASSED 3-0, Morton absen't. 3. City Auditor's Quarterly Report City Auditor Sharon Erickson said since issuing the last status report in February, the Auditor's Office issued the Audit of contract contingencies. The Council had before it an audit of Workers' Compensation. The revenue audits were picking up, with a total of $232,000 during the current year. The goal was $235,000. Staff expected to make up the remainder through sales tax and Utility. Users Tax (UUT) audits. Staff expected to hit its goal during the current year. During the prior quarter, the Auditor's Office issued an Executive Summary budget. The Budget Staff talked her into doing a Budget 101 class, which resulted in the Executive Summary. Several projects were in process, including the audit of Comcast franchise fees, an audit of Parks maintenance, ongoing revenue audits, ongoing controls reviews in SAP, and a Police Department survey project. 04/19/05 FIN:3 )