Request for Proposals
Allen Brothers Steak & Seafood Company
Release Date: December 2023
Deadline for Submittal
February 5, 2024
3:00 P.M.
Contact: Winifred Day, Arts and Culture Manager
Email: [email protected]
Phone Number: 510 – 620-6952
City of Richmond
Arts & Culture Division
450 Civic Center Plaza, #CMO 300
Richmond, CA 94804
ATTACHMENT 1
INTRODUCTION
The City of Richmond is requesting proposals from qualified artists for three unique public art opportunities for Allen Brothers Steak and Seafood Facility, located at 211 West Cutting Boulevard, Richmond, CA., 94801. The vision includes mural concepts executed to establish a sense of place using photo realism and/or trompe l’oeil, along with mosaic tabletops for outdoor staff area.
This request for proposals (RFP) describes the project, the required scope of services, the artists’ selection process, and the minimum information that must be included in the proposal. Failure to submit information in accordance with the RFP requirements and procedures may cause for disqualification. The anticipated term of this contract will be for a period of no more than one (1) year from the time of execution.
Applicants are required to read and understand all information contained within this entire Proposal package. By responding to this RFP, the applicant agrees to read and understand these documents.
This project has two art opportunites: 1) Oversized Mural Painting and 2) Mosaic Tile Tabletops. The m ural will be designed and painted directly on the wall surface . All mosaic tile will be installed on site . All proposed concept designs will send a positive visual statement to be enjoyed by staff and visitors to the facility.
PROJECT BACKGROUND / DESCRIPTION
Allen Brothers Steak and Seafood Company, a division of the Chefs’ Warehouse, is a new facility in Point Richmond and the long-term tenants of the building, owned by Prologis. The primary audience and user of the facility will be Allen Brothers Steak and Seafood Company staff, whose mission is to combine culinary expertise, community engagement, commitment to animal welfare, and to provide the finest Midwestern beef, responsibly sourced seafood, and exceptional dining experiences to the Bay Area.
For the mural and the mosaic tile project, the thematic direction is for artwork that celebrates the history and culture of Richmond, including cultural diversity, nature, sailing and water related activities.
Eligibility
Must have evidence of completed public art project(s) of similar size, scope and style with an art contract value of at least $75,000.
Ineligibility
Employees of the City of Richmond, relatives of current Richmond Arts and Culture Commissioners or any City of Richmond elected or appointed official, are not able to apply due to possible conflicts of interest.
Site 1a/1b: Location of Large Mural Budget not to exceed $250,000 (all-inclusive)
Description: Wall approximately 160’ wide by 40’ high. Mural will be painted directly on wall surface.
Site 1b: Location of Smaller Mural
Description: L-shaped Wall approximately 53’ wide by 30’ high and 35’ wide x 12’ high.
Mural to be painted directly on exterior wall surface.
Site 2: Mosaic Tile Tabletops
Description: Eight patio tables (shape selected by developer) Budget: $40,000 All inclusive.
Proposed art material – mosaic tile table tops. Tile work must be installed on site.
Option 1: Square Table
Square tabletop is 36” x 36”. Mosaic design should be 34”x 34” with a 2” border around the tiles. https://qcp-corp.com/detail/module/1272#sizing-chart
Option 2: Round Table
Round table-top is a 42” diameter circle. Mosaic design should be a 40” circle with a 2” border around the tiles. https://qcp-corp.com/detail/open/771https://qcp- corp.com/detail/open/771
The Richmond Arts and Culture Commission (RACC) will provide administrative services for this project including managing the artist solicitation, selection process and art contract services.
SCOPE OF SERVICES
The developer is requesting two (2) artworks for its campus (1 oversized mural and mosaic tile design for cement tabletops).
1a. A large outdoor mural located on 211 W. Cutting Blvd. which will be located along an area of the outer warehouse wall measuring approximately 250 feet wide x 40 feet tall. The mural will be painted directly on the exterior surface of the building and portray celebration of the history, diversity, and culture of Richmond.
1b. A smaller outdoor mural will also be located on 211 W. Cutting Blvd, adjacent to the main entrance of the facility, The L-shaped walls measure approximately 53’ x 40’ and 35’ x 12’ in the outdoor staff dining and community engagement area. The oversized mural will be painted directly on the exterior wall surface of the building and also portray celebration of the history, diversity, and culture of Richmond.
2. Eight mosaic tabletop designs for staff break area. All mosaic tile work will be installed on site and need to complement the mural design in the staff area.
The mural design must be compatible with the mosaic tabletop designs in the staff seating/eating area. All mosaic tile work will be installed on site and will need to complement the mural design in the staff break area. The muralist and tile artist will need to work together to create compatible design for the staff area. The proposed artworks will send a positive visual statement to be enjoyed by staff and visitors to the facility.
RFQ/RFP SCHEDULE
Date Activity
December 2023 RFQ/RFP Applications Posted
February 2024 RFQ/RFP Application Deadline
February 2024 Art Panel Selection for 3 Semi-Finalists
March 2024 Art Panel Presentation (via Zoom)
2024 (TBD) Semi-Finalist Selections
2024 (TBD) Artists’ Effective Date of Contract
2024 (TBD) Artwork Installed
SELECTION PROCESS
PROPOSAL FORMAT GUIDELINES
The proposal shou ld be concise, well organized, and demonstrate the proposer’ s qualifications and experience applicable to the Project. The complete proposal shall be limited to 20 double-sided pages (8.5 inch es x 11 inches), inclusive of graphics, forms, pictures, photographs, resumes, required forms, certifications, front and back covers, or letters of commi tment from sub -contractors. The required font size is 12 point, with minimum left and right margins of one-inch, and top and bottom margins of 0.7 inches.
Each proposal will adhere to the order and content of sections listed below. The proposal should be straightforward, concise and provide “layman” explanations of technical terms that are used. Emphasis should be concentrated on conforming to the RFP instructions, responding to the RFP requirements, and on providing a complete and clear description of the concept design. Proposals which appear unrealistic in the terms of technical commitments, lack of technical experience or are indicative of failure to comprehend the complexity and risk of this contract, may be rejected. The following proposal sections are to be included in the artist’s response:
A. Cover Letter
A cover letter, not to exceed three pages in length, should summarize key elements of the proposal and shall:
• Confirm that all elements of this RFP have been reviewed and understood;
• Include a written description of the art (mural and/or mosaic tile) design; • Express artist’s willingness to enter into an agreement under the terms and conditions prescribed by this RFP, insurance requirements (Attachment A) and in the sample Service Agreement (Attachment B); • Submit a written description and brief history of the company/artists experiences, qualifications and successes in providing professional art commission services described herein. Please indicate the number of employees and/or sub-contractors employed by this project. • Indicate the address and telephone number of the lead artist office located nearest to Richmond, California and the office from which the project will be managed.
• Confirm that artist has a minimum of five (5) years verifiable experience designing with examples of painting large-scale murals and/or mosaic tile installations.
• Identify a single person for contact during the RFP review process; and • Cover letter shall be signed by an authorized official of the company.
B. Background and Project Summary Section
The Background and Project Summary Section should describe your understanding of the City of Richmond, the work to be done, and the objectives to be accomplished. Refer to description of services for this RFP. Include a rough
sketch of your vision for the 250 linear foot wall section that tells a “Richmond Story”.
Deliverables:
• Submit a sketch of mural concept using the photo shop or some method to demonstrate a proposed concept design for both the mural and mosaic tabletop design.
• Submit no more than five photo examples of completed mural and/or mosaic tile projects of similar size, scope and value (budget) and thematic direction.
C. Methodology Section
Provide a detailed description of the approach and methodology to be used to accomplish the Scope of Services of this RFP. The Methodology Section should include:
1) An implementation plan that describes in detail (i) the methods, including controls by which your firm manages projects of the type sought by this RFP and the method used to research Richmond historical concept images; (ii) methodology for soliciting and documenting views of internal and external stakeholders; (iii) and any other project management or implementation strategies or techniques that the respondent intends to employ in carrying out the work.
2) Detailed description of efforts your firm will undertake to achieve client satisfaction and to satisfy the requirements of the "Scope of Services" section.
3) Detailed project schedule, identifying all tasks and deliverables to be performed, durations for each task, and overall time of completion.
Installation method for large-scale mural i.e. grid, projections, etc.
List equipment needed i.e. scaffolding, tarp to cover cars, etc.
4) Detailed description of specific tasks you will require from City staff.
Explain what the respective roles of City staff and your staff would be to complete the tasks specified in the Scope of Services.
D. Staffing
Describe proposed Project team organization, including identification and responsibilities of key personnel. Indicate role and responsibility of prime consultants (Lead Painter or Tile Designer) and all sub-contractors. Indicate the extent of the commitment of key personnel for the duration of the Project and furnish resumes of key personnel. Provide an indication of the staffing level for the Project. The City of Richmond’s evaluation of the proposal will consider the proposer’s entire team; therefore, no changes in the team composition will be allowed without prior written approval of the City of Richmond. Sub-contractor letters of commitment are required and must be submitted with the proposal.
Describe the experience of the proposer’s Project team in detail, including the team’s Project Manager, and other key staff members, on projects of similar size, capacity, and dollar value. For each similar project, include the client’s name and correct telephone number. It is the City of Richmond’s policy to interview proposers’ references as well as references identified by the City of Richmond.
E. Qualifications
The information requested in this section should describe the qualifications of the firm, key staff and sub‐contractors performing projects within the past five years that are similar in size and scope to demonstrate competence to perform these services. Information shall include:
1) Names of key staff that participated on named projects and their specific responsibilities with respect to this scope of service.
2) A summary of your firm’s demonstrated capability, including length of time that your firm has provided the services being requested in this Request for Proposal.
3) Provide at least three (3) references that received similar services from your firm. The City of Richmond reserves the right to contact any of the organizations or individuals listed. Information provided shall include:
a) Client Name
• Telephone & e-mail address.
• Physical business/art studio address.
b) Description of services provided including contract amount. c) Project start and end dates.
F. Cost Information
Provide the total direct and indirect costs to complete all tasks identified in the scope of services. Even if the method of payment to proposer will be fixed fee, a detailed cost breakdown shall be provided identifying: (1) the number of staff hours and hourly rates for each professional and administrative staff person who will be committed to this Project; (2) all other direct costs, such as materials and reproduction costs; and (3) sub-contractor services, if needed. These rates will also be used to negotiate rates for other projects (including optional tasks) that may be assigned. No additional funds will be paid above and beyond the original quote given by the selected applicant.
Proposers will be paid at the same rates set forth in their cost proposal unless further negotiated in writing and agreed to by the City of Richmond.
G. Value Added Services
Please provide any additional services of benefit not specifically required herein, which the Respondent offers to provide.
H. Contractor Assignment of Sub-Contract
The resulting contract shall not be assigned, transferred, or sublet, in whole or in part, without the prior written approval of the City of Richmond. If Proposers intend to subcontract any portion of the resulting contract, they must describe their process for selecting such subcontractor(s) and the quality control measures that the Proposer will employ to ensure that any subcontractor complies with the provisions of Proposer’s contract with the City.
I. Previous Contracts with the City of Richmond
The proposer shall submit a list which indicates all prime contracts and/or amendments awarded to the proposer by the City of Richmond for the last three (3) years. The list shall include a short description of the Project, the Project scope of work, award date, completion date, name of City of Richmond’s assigned Project Manager, and contract value.
J. Exceptions to this Request for Proposals
The proposer shall state whether or not it takes exception(s) to this RFQ/RFP, including but not limited to the City of Richmond’s Standard Services Agreement – RFP (Attachment B). If the proposer does take exception(s) to any portion of the RFP or contract, the specific portion to which exception(s) is taken must be identified by section number and explained. Requests for changes or additions to sections of City of Richmond’s Standard Services Agreement must be shown by requesting deletion of specific words and/or by providing new requested contract language. Requests for complete replacement of the City of Richmond’s Standard Services Agreement for another contract will not be granted. Failure to make exceptions to the RFP or Standard Services Agreement within the proposal will be deemed a waiver of any objection. Exceptions will be considered during the proposal evaluation process.
K. Statement of Impartiality and Disclosure
The nature of this Project requires an impartial unbiased approach on the part of the proposer’s team. This proposal shall include a statement declaring that the proposer’s and sub-consultants are not currently, and will not, during the performance of these services, participate in any other similar work involving a third-party with interests currently in conflict or likely to be in conflict with City of Richmond’s interests. Additionally, the proposer is required to disclose any pending or active investigations or litigation that may affect the reputation or ability of the proposer to carry out the Project.
PROCESS FOR SUBMITTING PROPOSALS
Questions Concerning Request for Proposals
All questions must be submitted via the electronic BidsOnline system on the Q&A tab by 3:00 pm PST, on January 15, 2024. If the City finds it necessary to issue an addendum, prospective Offerors will receive e-mail notification of addendum.
Otherwise, answers to questions received will be provided on the Q&A tab and notification will be sent by January 19, 2024. It is the proposer’s responsibility to periodically check the BidsOnline website www.ci.richmond.ca.us/bids for any possible Addenda to the RFP that may have been posted.
Any party submitting a proposal shall not contact or lobby any City Council member, City official, RACC member, employee (except those specified for contact) or agent regarding the RFP. Any party attempting to influence or circumvent the RFP, bid submittal, and review process may have their proposal rejected for violating this provision of the RFP.
Interested parties may download copies of the above mentioned proposal by visiting the City's web site, www.ci.richmond.ca.us/bids. To download RFP, new vendors will be required to register. Once the vendor downloads any documents relative to a solicitation, that vendor's name will appear on the Prospective Bidders list for that project and will receive any addenda or notifications relating to the RFP.
Submission of Proposals
The proposal and any required certifications shall be signed by an individual or individuals authorized to execute legal documents on behalf of the proposer.
Electronic Proposals shall be submitted via the City’s secure online bidding system. All required sections of the proposal must be submitted via the website. Contractor is solely responsible for “on time” submission of their electronic proposal. The Bid Management System will not accept late proposals and no exceptions shall be made. Contractors will receive an e-bid confirmation number with a time stamp from the Bid Management System indicating that their bid was submitted successfully. The City will only receive those proposals that were transmitted successfully.
The proposal must be received no later than 11:59 p.m., local time, on February 5, 2024.
The City of Richmond reserves the right to waive inconsequential irregularities.
GENERAL GUIDELINES
This RFP does not commit the City of Richmond to award a contract, to defray any costs incurred in the preparation of a proposal pursuant to this RFP, or to procure or
contract for work. The City of Richmond may reject a proposal without providing the reason(s) underlying the decline. A failure to award a contract to the proposer with the lowest cost proposal shall not constitute a valid cause of action against the City of Richmond. The City shall not be responsible for work done, even in good faith, prior to final approval of the proposed contract. The City may investigate the qualifications of any respondent under consideration, require confirmation of information furnished by the respondent, and require additional evidence or qualifications to perform the Services described in this RFP.
The City reserves the right to:
1. Reject any or all proposals.
2. Issue subsequent Requests for Proposal.
3. Postpone opening for its own convenience.
4. Remedy technical errors in the Request for Proposal process.
5. Negotiate with any, all, or none of the Respondents.
6. Solicit best and final offers from all or some of the Respondents.
7. Select one or more Respondents.
8. Accept other than the lowest proposed fees.
9. Waive informalities and irregularities in proposals.
Public Records
All proposals submitted in response to this RFP become the property of the City of Richmond and public records and, as such, may be subject to public review. Documents protected by law from public disclosure will not be disclosed by the City of Richmond if clearly marked with the word "confidential" on each applicable page. Trade secrets may be marked as confidential only to the extent they meet the requirements of California Government Code section 6254.7. Only information claimed to be a trade secret at the time of submittal to the City of Richmond and marked as "confidential" will be treated as a trade secret.
Insurance Requirements
The City of Richmond requires consultants doing business with it to obtain insurance, as shown in RFP Attachment A. The required insurance certificates must comply with all requirements of the standards as shown and must be provided within fifteen (15) days of issuance of the Notice of Intent to Award and prior to the commencement of any work on the Project.
Business Licenses
The successful Contractor and all subcontractors used in the work will be required to hold or to obtain a City of Richmond business license for which the fee will not be waived.
Compliance with City Ordinances
The contractor and all subcontractors shall comply with the City of Richmond
Nondiscrimination Clauses in City Contracts Ordinance (Richmond Municipal Code (RMC) Chapter 2.28), Business Opportunity Ordinance (RMC Chapter 2.50), Local Employment Program Ordinance (RMC Chapter 2.56), Living Wage Ordinance (RMC Chapter 2.60) and Ordinance Banning the Requirement to Provide Information of Prior Criminal Convictions on all Employment Applications (“Ban the Box”) (RMC Chapter
2.65), which are incorporated into the Contract Documents by this reference.
Arts and Culture Ordinances, Art Policies and Art Procedures The following Arts and Culture Ordinances, Policies and Procedures documents were adopted on May 4th and May 18, 2021.
o RMC 3.59 Arts and Culture Commission (Amended 5/18/2021)
o RMC 6.50 Public Art Program (Adopted 5/18/2021)
o Public Art Policies and Procedures_v2 (Adopted 5/4/2021)
Sanctuary City Contracting Ordinance (SCCO)
The Richmond Sanctuary City Contracting Ordinance No. 12-18 (Attachment D) 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”).
Proposers must submit the attached Sanctuary City Compliance Statement with their Proposal. (Attachment C)
Limited Liability Company Disclosure Statement (LLCS)
Resolution No. 86-21 (Attachment E), approved by City Council on July 6, 2021, requires disclosure of the identities of beneficial & responsible owners of Limited Liability Corporations (LLC). Proposers must submit the attached Disclosure Statement of Limited Liability Companies Form with their Proposal (Attachment F).
Collusion
By submitting a proposal, each respondent represents and warrants that its proposal is genuine and not false or collusive or made in the interest of, or on behalf of any person not named therein; that the respondent has not directly or indirectly induced or solicited any other person to submit a false proposal, or any other person to refrain from submitting a proposal; and that the respondent has not, in any manner, sought collusion to secure any improper advantage over any other person submitting a proposal.
Withdrawal of Proposals
A respondent may withdraw their proposal before the expiration of the time for submission of proposals by delivering to the Finance Department a written request for withdrawal signed by, or on behalf of, the respondent.
Ownership of Documents
All reports, studies, information, data, statistics, forms, designs, plans, procedures, systems and any other materials produced for the Project shall be the sole and exclusive property of the City. No such materials or properties produced in whole or in part for the Project shall be subject to private use, copyrights or patent rights by Respondent in the United States or in any other country without the express written consent of the City. The City shall have unrestricted authority to publish, disclose (except as may be limited by the provisions of the Public Records Act), distribute, and otherwise use, copyright or patent, in whole or in part, any such reports, studies, data, statistics, forms or other materials or properties produced for this project.
PROPOSAL EVALUATION AND SELECTION PROCESS
All proposals shall be reviewed to verify that the Respondent has met the minimum requirements. Proposals that have not complied with requirements, do not meet minimum content and quality standards, or take unacceptable exceptions to the General Terms and Conditions o f the Service Agreement, will be eliminated from further consideration. Proposals wil l be reviewed and eval uated by an eval uation committee comprised of City of Richmond p ersonnel, Richmond Arts and Culture Commission ers, Private Developer, Building Tenant, Richmond resident.
The top Proposals may then be invited to make a presentation to the evaluation panel in a City Office in Richmond, California, at no cost to the City. The selected proposal shall provide the most cost-effective approach that meets the City’s requirements. The lowest price proposal will not necessarily be selected.
The City reserves the right to reject any or all proposals, or to make no award. The City also reserves the right to require modifications follow‐up with requests for additional information, including, but not limited to, follow‐up interviews. The City may request Best and Final offers based upon improved understanding of the offers or changed scope of service. The City will negotiate with that vendor to determine final pricing, and contract form. Because this proposal is negotiable, all pricing data will remain confidential until after award is made, and there will be no public opening and reading of Proposals.
Overall responsiveness to the RFQ/RFP is an important factor in the evaluation process. The criteria upon which the evaluation of the proposals will be based include, but are not limited to, the following:
The Proposal/Methodology and Approach to Work – 20%
The proposer’s responsiveness to the RFP including c ompleteness and thoroughness
of proposal ; all required information must be provid ed in the format specified. This category will also evaluate:
• Ability to provide services as outlined in the RFP.
• Approach and proposed methodology to project scope.
• Demonstrated knowledge of the work required.
• Explanation of the Project or services required.
• Innovative approaches and internal measures for timely completion of Project.
Experience/Past Performance/References – 20%
Consideration will be given based upon the firm’s experience, years in business, past and current client references; technical expertise and professional competence in areas directly related to this RFP; number of years of experience in performing similar work.
Project Team – 20%
Respondent should demonstrate that all key personnel have been successfully involved with projects of similar scope and magnitude. This category will evaluate the firm’s:
• Qualifications and relevant individual experience.
• Unique qualifications of key personnel.
• Staff Availability / Time commitment of key members.
• Organization chart.
Proposer Qualifications – 20%
This category will evaluate the respondent’s ability to take upon itself the responsibilities set forth in the Scope of Services and produce the required outcome in a timely manner.
Consideration will be given for the overall quality of the proposal, including a demonstrated understanding of the purpose, scope and objective of the services to be performed. It is the intention of the City of Richmond to award a contract to the Respondent who furnishes satisfactory evidence that the Respondent has the requisite experience and ability to enable the Respondent to execute the work successfully and properly, and to complete services in a timely manner. To determine the degree of responsibility to be credited to the Respondent, the City of Richmond will weigh the evidence that the Respondent has performed satisfactorily other contracts of like nature, magnitude and comparable difficulty and comparable rates of progress.
Cost Proposal – 20%
Pre-Award Negotiations
After the proposals are opened, but prior to award, the City may elect to conduct negotiations with the highest ranked respondent for purposes of:
• Resolving minor differences and information
• Clarifying necessary details and responsibilities
• Emphasizing important issues and points
• Receiving assurances from respondents
• Cost/budget clarifications
If the City cannot successfully negotiate a contract with the highest ranked respondent, the City may begin negotiations with the second highest ranked respondent.
Selection may be made without further discussion, negotiations or Offeror’s presentations; therefore, Offeror shall offer the most favorable terms in response to this RFP. Offeror must demonstrate an understanding of the scope of service to be provided and the ability to accomplish the tasks set forth. Offeror shall include information that will enable the City to determine the Offeror’s overall qualifications. The City reserves the right to request additional information or clarification on any matter included in the proposal response, to enable the City to arrive at the final award decision.
A panel of Richmond residents, art professionals, the tenant and owner, RACC members and city staff will review all Requests for Proposal (RFP) applications and may identify three semi-finalists per project (three muralists and three mosaic tile artists) to invite to further develop the proposed concept design. A total of $1,500 will be paid, per semi-finalist, for completed maquettes and interviews.
Award - When the Review Panel has completed its work, RACC/City staff will recommend an artist and/or artist team to the City Manager and City Council for approval. The services provided by the successful bidder shall be governed by a Standard Services Agreement (Attachment B).
Attachments
A. Insurance Requirements
B. Standard Contract
C. Sanctuary City Compliance Statement
D. Sanctuary City Contracting Ordinance No. 12-18
E. Limited Liability Corporation (LLC) Resolution No. 86-21 F. Limited Liability Corporation Form
130- Arts-and-Culture-Element (richmond.ca.us)
https://www.ci.richmond.ca.us/DocumentCenter/View/67481/Richmond_PAMP_Final_083023