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Meeting Date: 12/01/2020  
From: Eliza Kretzmann, Beautification, Arts & Sciences Manager

Consideration and Approval: Artist contract for design services for the Downtown Connection Center with Haddad|Drugan LLC for $25,000.
  1. Approve artist contract for design services for the Downtown Connection Center with Haddad|Drugan LLC for $25,000.
  2. Authorize the City Manager to execute all necessary documents.
Executive Summary:
City staff is recommending award of a contract for artist services with selected artist, Haddad|Drugan LLC, for the new Downtown Connection Center (DCC). The proposed initial contract is for design services through conceptual design. The selected artist will coordinate its work with Mountain Line contractors.  Providing that the conceptual designs receive all the necessary approvals, City Council will be asked to approve further contracts with the artist to complete the work, including production of engineering and construction documents.   For future phases, some elements may be done directly by the artist, some may be by the general contractor for the project. Since the total for this project in our 5-year-plan is $470,000, we bring this to Council as we begin the first contract of this multi-phase project. This project is funded through BBB (Bed, Board and Beverage) tax funds for Beautification projects protected by ordinance for Beautification purposes.

This project is fully supported by Mountain Line. A diverse selection panel including community members was created to select the artist, Haddad|Drugan LLC, artists Laura Haddad and Tom Drugan. This applicant was chosen because of their compelling experience in transportation projects and design teams, a prior successful project in Arizona, their commitment to community engagement including providing opportunities for local emerging artists, and their success contextualizing inspiring and compelling work in their project examples. The selection panel’s choice was also approved by the Beautification and Public Art Commission (BPAC) at their November 9, 2020 meeting. 

The new Downtown Connection Center (DCC) is identified in Mountain Line's 2020 Strategic Plan as the highest priority capital project in order to support public transit service within the community. Since 2009, Mountain Line has operated the existing DCC under an Intergovernmental Agreement (IGA) and licensing agreement with the City of Flagstaff for use of City owned parcels on Phoenix Avenue. Mountain Line, after receiving significant Federal Transit Authority grants, is moving to develop a true, multi-modal, community asset in the heart of downtown. This is more fully detailed in Mountain Line's March 27, 2020 Memorandum to City Council, referenced herein and attached. Direction for the Beautification funds is to enhance the programming desires for a compelling civic space and public art.
Financial Impact:
Funding for the total comprehensive project is available and in the Council-approved 5-year-plan for BBB - Beautification, including $245,000 in fiscal year 2021-22 and $225,000 in fiscal year 2022-23. (These are under a line item named ‘Phoenix Parking Plaza’, a placeholder for a project at the site of the Downtown Connection Center; the DCC is the selected opportunity for the use of that funding).

The opportunity to bring an artist into the design team happened more quickly than anticipated; thus, the $25,000 required to begin integrating the artist into the design process will be drawn from a related transportation project (the Train Station Project platform, which we are confident we will not need the total allocated amount this fiscal year, as it has $356,189 available). This expenditure and source were approved by the Budget Team in July 2020.
Policy Impact:
Connection to PBB Key Community Priorities/Objectives & Regional Plan:
This project and contract are related to several Priority-Based Budgeting (PBB) Key Community Priorities, including:
  • Livable Community: The inclusion of an artist in the Downtown Connection Center design creates a more welcoming, vibrant and beautiful public space in the city’s historic core.
  • Robust Resilient Economy: The project adds to community draw for tourists and locals alike in a new and important hub for transportation.
  • Inclusive and Engaged Community: This project includes community outreach for input on design elements by the selected contractor and city staff.
  • Sustainable, Innovative Infrastructure: Bringing an artist to the design team allows for innovative, creative integration of designs.
This project also reflects the following Regional Plan Goals and Policies:
Goal CC.3. Preserve, restore, enhance, and reflect the design traditions of Flagstaff in all public and private development efforts.

Goal CC.4. Design and develop all projects to be contextually sensitive, to enhance a positive image and identity for the region.

Goal CC.5. Support and promote art, science, and education resources for all to experience. (Including: Policy CC.5.3. Encourage the integration of art into public and private development projects.)

Goal LU.3. Continue to enhance the region’s unique sense of place within the urban, suburban, and rural context.

Goal LU.9. Focus reinvestment, partnerships, regulations, and incentives on developing or redeveloping urban areas.

Goal LU.11. Prioritize the continual reinvigoration of downtown Flagstaff, whose strategic location, walkable blocks, and historic buildings will continue to be a vibrant destination for all.

Goal LU.17. Protect, manage, and enhance the region’s Special Planning Areas to benefit the whole community.

Goal LU.18. Develop well designed activity centers and corridors with a variety of employment, business, shopping, civic engagement, cultural opportunities, and residential choices.

Goal PF.2. Provide sustainable and equitable public facilities, services, and infrastructure systems in an efficient and effective manner to serve all population areas and demographics. (Including: Policy PF.2.3. Provide accessible public facilities and services in strategic locations. Policy PF.2.4. Support quality civic design for all public facilities.)

Goal NH.2. Look to downtown Flagstaff as the primary focal point of the community character. (Highlighting Policy NH.2.1. Encourage the rehabilitation of historic downtown structures and contextual new structures as office, retail, entertainment, and residential space to reinvigorate the area as a destination of culture, shopping, government, and the arts.)

Goal ED. 6. Tourism will continue to provide a year-round revenue source for the community, while expanding specialized tourist resources and activities.

Goal ED.7. Continue to promote and enhance Flagstaff ’s unique sense of place as an economic development driver. (Including:

Policy ED.7.1. Support planning, design, and development that positively, creatively, and flexibly contribute to the community image.)

Policy T.1.7. Coordinate transportation and other public infrastructure investments efficiently to achieve land use and economic goals.

Goal T.4. Promote transportation infrastructure and services that enhance the quality of life of the communities within the region. (Including: Policy T.4.1. Promote context sensitive solutions (CSS) supportive of planned land uses, integration of related infrastructure needs, and desired community character elements in all transportation investments, and Policy T.4.3. Design transportation facilities and infrastructure with sensitivity to historic and prehistoric sites and buildings, and incorporate elements that complement our landscapes and views.)

Goal T.7. Provide a high-quality, safe, convenient, accessible public transportation system, where feasible, to serve as an attractive alternative to single-occupant vehicles. (Including: Policy T.7.1. Cooperate with Mountain Line in developing and implementing the five-year transit master planning goals and objectives to continuously improve service, awareness, and ridership.)

Goal T.11. Build and sustain public support for the implementation of transportation planning goals and policies, including the financial underpinnings of the Plan, by actively seeking meaningful community involvement. (Including: Policy T.11.5. Promote effective intergovernmental relations through agreed-upon procedures to consult, cooperate, and coordinate transportation-related activities and decisions, including regional efforts to secure funding for the improvement of transportation services, infrastructure, and facilities.)

Southside Neighborhood Specific Plan: The new Southside plan supports these activities, such as stating “Opportunities for public art are highly prized” (Chapter 2 page 25). Outdoor public spaces are also emphasized in the plan. This contract also supports “Encourage the Southside community work with Mountain Line on the Downtown Connection Center design” on page 54.
Has There Been Previous Council Decision on This:
There has been no previous decision on the artist design team component. However, Council did hear an update on the Downtown Connection Center from City staff and Mountain Line on 5-12-2020 and City Council also approved Resolution No. 2020-39: A Resolution of the Flagstaff City Council, authorizing Mountain Line to proceed with environmental and other evaluation and planning for the Downtown transfer center on City property under the existing license on 6-16-2020.
Options and Alternatives:
1) Approve the award for the artist contract allowing the design project to proceed with the artist involved in an early stage.
2) Council may request changes to the contract which may delay implementation and inclusion of the artist in the design work which is already progressing.
3) Reject the contract award and provide additional direction to staff. This will prevent the artist from being involved in the project during early design and may prevent the artist from being involved in the project entirely.
Purchasing staff published a Request for Statement of Qualifications (RSOQ) solicitation for
Artistic Services for Downtown Connection Center Art in the Arizona Daily Sun on September 13 and September 20, 2020 and posted the solicitation to the City of Flagstaff’s PlanetBids Website on September 8, 2020. On September 30, 2020, the City received 13 Statements of Qualifications (SOQs) from Artist firms. A seven- member Selection Committee reviewed and evaluated the statements. Based upon the numerical scoring of the written SOQs, the Selection Committee identified the most qualified Firm to perform the engineering professional services for the Project and recommended to commence negotiations for a scope and fee proposal to be provided by Haddad|Drugan LLC. Final scores of all firms are as follows:
Haddad Drugan, LLC 662
Social Space LLC 648
James Carpenter Design Associates Inc. 624
zischke studio 622
Willco Art and Design 620
Zokaites Sculpture LLC 602
Five Moores Enterprises 570
Summer Kitchen Studios 568
Mary Shindell 559
Hans van Meeuwen LLC 525
Brailsford Public Art 502
Four Lizard Studios LLC 463
Robin Wallenfang 427
Haddad|Drugan LLC demonstrated, a clear recognition of the knowledge and experience needed to represent the City’s vision in this undertaking, as well as understanding the schedule and collaboration requirements for completing this project.

Additional background and history are available in the Executive Summary and Mountain Line's March 27 2020 Memorandum to City Council on the DCC project.
Key Considerations:
  • It is considered best practice to have artists included in the design team early for major infrastructure projects that will have beautification and public art components.
  • A public process inclusive of numerous stakeholders has identified a qualified applicant.
  • BBB funds are budgeted and approved for this purpose.
  • The construction design of the facility is underway so it is important to have the artist under contract in a timely fashion to have their participation early in development.
  • This first contract is only for the artist's participation in the design process. If their work passes all applicable requirements a further contract will be brought to Council for the actual implementation.
Community Involvement:
A diverse selection panel was created to select the artist. The selection panel consisted of a senior Urban Designer from the company currently working with Mountain Line on the design, a representative from Mountain Line, a representative from City Planning, a business owner from the Southside, a community member that grew up in the Southside and currently develops property there and two members from the Beautification and Public Art Commission (BPAC). The selection was also approved by BPAC.
Presentation to Council
RSOQ Public Notice
Mountain Line March 27 2020 Memo to Council on the Downtown Connection Center


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