BART Mural Workplan, May 1, 2025 – June 30, 2027 1
Exhibit A
BART MURAL PROJECT WORKPLAN
May 1, 2025 – June 30, 2027
City staff and the Arts and Culture Commission ad hoc committee with the guidance and support of EO Consulting, developed a proposed BART Mural Project Workplan. While the workplan is from May 1, 2025 through June 30, 2027, the goal is to complete the mural installation by February 2027. Given the scope of the BART mural installation, the workplan is comprised of five phases. The timeline of the project including the scale, scope, budget, and final artist(s) selected are subject to change based on unforeseen challenges and barriers that may emerge at any time during the design and installation of the project PHASE I: Establishment of Regular BART Mural Project Ad Hoc Committee Meetings and Project Theme Development, May – December 2025
This phase establishes the foundational framework for the strategies, timelines, processes of the BART Mural Project. The strategies will include ad hoc committee meetings, workplan development, research, stakeholder engagement, and strategic planning to ensure engagement and alignment across City departments, Arts and Culture Commission, City Council, BART, and community members.
Key Activities:
A. Strategic Planning with Union City Staff and Arts and Culture Commission
1. City staff and EO Consulting will develop a BART Mural Project workplan with ad hoc committee, Arts and Culture Commission, and City Council to provide guidance, deliverables, and timelines.
2. City staff, EO Consulting and ad hoc committee will:
a. Align project with the City’s strategic plan and public art policies and procedures, as well as BART’s Arts Program guidelines and policies. b. Establish ongoing meetings with BART Arts Program staff to review and approve proposed theme, artist(s) selection, and art design to ensure adherence to their requirements, standards, policies, etc.
c. Establish BART Mural Project as a standing agenda item at all the Arts and Culture Commission Meetings to provide ongoing updates.
B. Community and Stakeholder Outreach and Engagement
1. City staff and EO Consulting will implement a multipronged community engagement strategy to gather input and ideas that will inform the mural theme and the artist selection criteria for the competitive bid processes, request for qualifications (RFQ) and request for proposal (RFP). Community engagement activities will include:
a. Launch Union City website project page and social media promotional activities with ongoing updates and information.
BART Mural Workplan, May 1, 2025 – June 30, 2027 2
b. Disseminate paper and online multilingual citywide survey to gather community ideas and vision for BART mural theme.
c. Conduct in-person outreach and education at community events. d. Host a community forum to share preliminary findings from a citywide survey, Arts and Culture Commission meetings, and stakeholder engagement. e. Provide updates on the BART Mural Project at all scheduled Arts and Culture Commission and periodic updates to the City Council meetings.
C. Research and Content Development
1. EO Consulting will conduct literature review and research of Union City’s historical, cultural, and environmental context.
2. EO Consulting will prepare summary report of findings from community input and historical, cultural, and environmental research and literature review. a. Ad hoc committee to develop the mural theme in alignment with findings from survey, research, literature review, and community and stakeholder input.
3. EO Consulting will research and identify City public art and BART mural installation requirements and permitting processes, this may lapse over all five phases of the project.
4. City staff and EO Consulting will develop a memorandum of understanding between the City of Union City and BART as it relates to the mural design and installation and maintenance on the BART pillars.
D. Deliverables
1. BART Mural Project workplan.
2. Community and stakeholder outreach strategy and activities.
3. Summary report of findings from community input and historical, cultural, and environmental research.
4. Approve mural theme.
5. Identify City public art and BART mural installation requirements and permitting processes.
City Council Action: Arts and Culture Commission makes a recommendation to the City Council to approve the final mural theme across the nine pillars.
PHASE II: Competitive Bid Process Development and Artist Selection, September 2025 – June 2026
This phase focuses on identifying and contracting the artist(s) for the project through a transparent and inclusive competitive bid process, that meets and aligns with City practices, and policies. Coordination with City staff and BART Arts Program is essential to ensure compliance with public art protocols, guidelines, permitting requirements, etc.
Key Activities:
A. Develop and Release Competitive Bid Plan and Process
1. City staff and EO Consulting will develop a plan with timeline for the competitive bid process for artist(s) selection, and a preliminary budget to support all phases of the BART mural installation.
2. City staff and EO Consulting will release competitive bid documents, request for qualifications (RFQ) and request for proposals (RFP) to identify an experienced BART Mural Workplan, May 1, 2025 – June 30, 2027 3
mural artist(s) that best captures the approved mural theme. RFQ and RFP will include project overview, eligibility, site context and submission requirements, as well as scoring process and rubric.
B. Artist Proposal Review and Selection
1. Ad hoc committee with the support of City staff and EO Consulting will review and score submitted RFQ and RFP proposals.
a. RFQ Applicants: Top scoring RFQ applicants (up to 5) that have demonstrated experience and have a vision for the approved mural theme will be invited to submit RFP proposals.
b. RFP Applicants: Invited RFP applicants will submit proposals with a sketch/artwork reflecting their vision for the approved mural theme. 1). Artist(s) invited to submit an RFP will receive a nominal stipend amount to incentivize them for their time and materials invested in developing their proposal and sketch/artwork.
2. City will award the BART Mural Project contract to the artist(s) receiving the highest score on their RFP proposal and sketch/artwork as recommended by the ad hoc committee and approved by the Arts and Culture Commission and City Council.
C. Contract and Memorandum of Understanding (MOU)
1. City enters into a contract with the selected artist(s) that includes all appropriate requirements, including, but not limited to: scope of work, payment schedules, project budget, deliverables, insurance, indemnification clauses, etc.
2. City explores the development of an MOU with BART for mural installation and long - term maintenance expectations and agreements.
D. Deliverables
1. Complete and release RFQ and RFP documents and process.
2. Review and score submitted RFQ and RFP proposals.
3. Select most qualified and experienced artist(s).
4. Execute artist(s) contract.
5. Memorandum of understanding between the City of Union City and BART.
City Council Action: Arts and Culture Commission makes a recommendation to the City Council to authorize a contract with the selected artist(s) and an MOU with BART.
PHASE III: Mural Design and Planning, June – September 2026 This phase focuses on finalizing mural design and budget, and BART mural installation schedule and related logistics to begin production phase.
Key Activities:
A. Refinement of Mural Design
1. Ad hoc committee with the support of City staff and EO Consulting will facilitate working sessions with the selected artist(s) to refine design ideas/concepts based on City, BART, Arts and Culture Commission, City Council, and community input.
2. City staff and EO Consulting will finalize project budget with the artist(s) for BART mural installation that includes but is not limited to: artist contract, materials, vendors, permits, etc.
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3. City staff, EO Consulting, and ad hoc committee will ensure all proposed designs meet BART requirements and City ordinances, public art standards, and site-specific technical guidelines.
B. BART Mural Installation Schedule
1. City staff and EO Consulting will develop a master installation schedule with the artist(s) and will include City, BART, and artist’s third-party vendors (e.g., scaffold providers, wall prep teams, etc.) that will support BART mural installation. a. City staff and EO Consulting, and artist(s) will identify strategies and solutions to address any emerging challenges and technical constraints that may impact BART mural installation timeline.
C. Deliverables
1. Approve mural design.
2. Final project budget.
3. Master schedule of BART mural installation.
4. Permits and requirements (if applicable)
City Council Action: Arts and Culture Commission makes a recommendation to the City Council to approve the final mural design and project budget.
PHASE IV: Mural Fabrication and Production, September 2026 – February 2027 This phase focuses on site prep, mural execution, coordination with agencies to ensure all essential elements are considered (permitting, vendors, mural installation activities, etc.).
Key Activities:
A. BART Mural Installation Preparation
1. EO Consulting and artist(s) coordinate with BART and City to prepare pillars (e.g., priming, graffiti removal, power washing, repairs, park/street closure, etc.) for mural placement.
B. Launch Mural Fabrication and Installation.
1. EO Consulting and artist(s) begin mural fabrication and installation through a collaborative approach with City departments and BART that will include:
a. Weekly or bi-weekly check-ins with artists, fabricators, City departments, and BART staff to monitor progress and address emerging issues in a timely manner.
2. EO Consulting will oversee, monitor, and document mural fabrication and installation progress through photography/video for promotional efforts, archival purposes, and any future maintenance needs.
C. Deliverables
1. Preparation of BART pillars for mural installation.
2. Completed BART mural installation.
City Council Action: Staff updates the Arts and Culture Commission and City Council on BART Mural Project
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PHASE V: Mural Unveiling Event and Legacy Planning, January – March 2027 This phase focuses on hosting an unveiling mural event, creating promotional and educational activities, and developing a long-term maintenance plan.
Key Activities:
A. Public Unveiling and Dedication Event
1. City staff, EO Consulting, the ad hoc committee, and artist(s) will plan and host mural unveiling event with guidance from the Arts and Culture Commission and City Council.
B. Educational Materials and Resources
1. City staff and EO Consulting will explore opportunities with Arts and Culture Commission to develop promotional and educational materials and resources such as self-guided tours, digital and website content, videos, etc. a. Develop a strategy to document and share the stories behind the mural design through press, social media, and digital archive.
C. Maintenance Planning and Evaluation
1. EO Consulting and artist(s) will develop a long-term maintenance, conservation, and repairs plan with potential funding sources in collaboration with BART, Arts and Culture Commissioners, and City Council.
2. City staff and EO Consulting, with guidance from the Arts and Culture Commission, will develop a project evaluation report, in collaboration with artist(s), ad hoc committee, City Council, BART, and community to assess overall project, including process, lessons learned, and community impact.
D. Deliverables
1. Plan and host an unveiling event and related programing and activities.
2. Develop promotional and educational activities.
3. Develop a project evaluation report.
4. Incorporate long-term maintenance plan into the City’s Capital Improvement Projects.
City Council Action: Staff updates the Arts and Culture Commission and City Council on BART Mural Project completion, unveiling event, and project evaluation report.