REQUEST FOR PROPOSALS - Norman Manley International … · NORMAN MANLEY INTERNATIONAL AIRPORT...

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REQUEST FOR PROPOSALS REQUEST FOR PROPOSALS AIRPORT ART COMPETITION NORMAN MANLEY INTERNATIONAL AIRPORT 2014 June

Transcript of REQUEST FOR PROPOSALS - Norman Manley International … · NORMAN MANLEY INTERNATIONAL AIRPORT...

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R E Q U E S T F O R P R O P O S A L SR E Q U E S T F O R P R O P O S A L S

AIRPORT ART COMPETITION

NORMAN MANLEY INTERNATIONAL AIRPORT

2014 June

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TABLE OF CONTENTS

PART I General Information

• Background – Airport Owner and the Airport 3 • Airport Advertising Philosophy 4

PART II Definitions 5 PART III Summary 6-8 PART IV Procedures and Requirements

• Pre-Proposal Briefing and Site Visit 9 • Submittal Requirements 10 • Proposal Evaluation 11 • General Terms and Conditions 12-14

PART V Required Proposal Documents

• Proposal Form 15 • General Business Information* 15 • General Indemnity 15 • Background/Experience 15

APPENDICES

• Appendix A Entry Form / Registration 15 • Appendix B Photographs of allotted space 16 • Appendix C Proposal Form 17 • Appendix D Expenditure Statement and Artist Fee 18

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AIRPORTS AUTHORITY OF JAMAICA

R E Q U E S T F O R P R O P O S A LR E Q U E S T F O R P R O P O S A L N O R M A N M A N L E Y I N T E R NN O R M A N M A N L E Y I N T E R N A T I O N A L A I R P O R TA T I O N A L A I R P O R T

A R T C O M P E T I T I O NA R T C O M P E T I T I O N

PART I - GENERAL INFORMATION AIRPORTS AUTHORITY OF JAMAICA The Airports Authority of Jamaica (AAJ) was established in 1974, under the Airports Authority Act (“the Act”) as a statutory body to manage and operate the Norman Manley International, Sangster International Airport and Ian Fleming International Airport. In 1990, the AAJ was also given the additional operational responsibility for the three domestic aerodromes (Tinson Pen in Kingston, Ken Jones in Portland, Negril in Westmoreland) which were designated as “prescribed airports” under the Act. The AAJ is guided by its Vision and Mission as stated hereunder:

VISION STATEMENT

To build and sustain a world-class airport system, which facilitates private investment and partnership and positions Jamaica’s airports as

the gateway to the Caribbean and the Americas

MISSION STATEMENT

To develop a modern, safe and profitable airport system that is environmentally responsible, provides world-class service, and

contributes substantially to the national economy while promoting the expansion of air transportation and its related industries

NORMAN MANLEY INTERNATIONAL AIRPORT The Norman Manley International Airport (“Airport”) is strategically located along the North and South trade routes providing easy access to various international markets. Its location is further enhanced by the close proximity to the nation’s “heartbeat” (the capital city, Kingston) and also serves Jamaica’s tourism belt of the South and East coasts. The Airport caters to a divergent group of travellers, namely foreign nationals as well as non-resident and resident Jamaicans. Given its proximity to one of the Caribbean's leading commercial and industrial centres, the Airport is of significant importance to the business community and is the primary airport for business travel to and from Jamaica. The arriving passenger mix is approximately 65% local and foreign resident Jamaicans, with tourists (mainly international business visitors currently) comprising the remaining volume.

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AIRPORT ART PHILOSOPHY

The AAJ’s art philosophy is to provide innovative and entertaining, where possible, art concepts to all Airport users (primarily passengers and employees). The art work is intended to complement the architectural design and nationally themed elements, aimed at enhancing the image of the Airport as a world-class gateway. It is anticipated that memorable and stimulating Airport experiences will be created for passengers and other users through the execution of the art programme, which will augment passenger facilitation requirements and enable the achievement of customer service expectations. It is of primary importance that the art work is executed to ensure a low clutter environment and to provide synergy with other existing Airport services. Hence art work and messages must not obstruct, overpower, divert attention from or otherwise interfere with Airport directional signage and operation.

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PART II - DEFINITIONS

The following words as used herein shall be construed to have the following meanings, unless otherwise apparent from the context in which they are used: Addendum - Written or graphic instrument that clarifies, corrects, or changes the Request for Proposal documents.

Airport– Norman Manley International Airport located in Kingston, Jamaica.

Airports Authority of Jamaica - a body corporate established by the Airports Authority Act, 1974.

Proponent (s) – Artist(s) responding to this Request for Proposal (RFP).

Proposal - The document, including attachments and exhibits, submitted by the Proponent in response to the RFP issued by the AAJ serving as the basis for the award of the contract.

Selected Proponent – The individual or entity selected after the evaluation process that has provided the Proposal that best meets the evaluation criteria and provides the best overall offer for the Board of Directors of the AAJ.

Terminal/Terminal Building – The passenger Terminal Building located at the Airport, including the exterior structures and all related pre- and post-security locations.

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PART III – SUMMARY This Request for Proposal offers the non-exclusive opportunity to Proponents to submit Proposal(s) for the creation of the following Work of Art:

A Suspended Sculpture for placement inside the Ticketing Hall of the Departure Concourse.

Proponents may submit multiple Proposals for the work to be commissioned. The Airport Art Competition (“Competition”) will comprise three stages:

• Stage 1: Submission of Proposals • Stage 2: Production of scale models by finalists • Stage 3: Commissioning and execution of the selected sculpture

Proposals will be evaluated by a Selection Panel appointed by the Board of Directors of the AAJ. The panel will select up to FOUR Proposals for advancement to the second stage of the Competition. Finalists will be asked to produce scale models of their proposed sculptures, which will be evaluated by the Selection Panel with a view to selecting a winner for the Competition. The winner of the Competition will be submitted by the Panel to the Airports Authority of Jamaica with a recommendation as to the implementation of the actual commission. The decision of the Selection Panel is final at all stages of the competition. Proponents should note, however, that the AAJ is under no obligation to implement the commission of the winning Proposal. Proponents who wish to submit a Proposal must familiarize themselves with the location for the sculpture commission and must attend at least one of the two mandatory briefing and site visit, which will be held on August 18 & 22. They should also read this document carefully and consider all instructions provided. This Request for Proposal does not constitute an offer. No agreement shall result upon submission of Proposals. The AAJ shall be under no obligation to enter into any agreement in connection with this Request for Proposals. The deadline for submission of Proposals (stage 1 of the Competition) is October 17. Deadlines for stages 2 and 3 (production of scale models and execution of the commission) are at the discretion of the Selection Panel. The Chairman of Directors of the AAJ will communicate with the Selected Proponent(s). STAGE 1: SUBMISSION OF PROPOSALS The Entry Form to be completed by all Proponents is attached as Appendix A. COMMISSION - Suspended Sculpture Proponents are being invited to submit a Proposal for a sculptural, site-specific work of art to be placed in an indoor location, specifically, the Ticketing Hall of the Departure Concourse at the Airport. The AAJ’s Art Committee has determined that this is to be a suspended sculptural work – possibly a mobile and consisting of multiple parts – for the allotted space as detailed in the photographs attached hereto as Appendix B. Scale drawings of the location are available for viewing at the NMIA, Administration Office. The subject, style, media and format are open to the Proponent’s interpretation. However, Proponents are encouraged to submit Proposals that are representative of the Jamaican spirit and engage positively and imaginatively with the themes of travel, flight and departure.

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The proposed sculpture is expected to be fully suspended as it will not be supported from the ground floor level. It should be multi-dimensional; serving to activate the allotted space within the Ticketing Hall, Departure Concourse and its visibility from the following points in the building should be taken into account:

• The lower level of the Ticketing and Departure Concourse • The Food Court and “Viewing Gallery” in the Departure Lounge, on the upper

floor • The curb-side, external area, outside the Ticketing/Departure Concourse

Proponents are also urged to consider the following in the design of the proposed sculpture. It should:

• be technically feasible; • be aesthetically appropriate to the design and architecture of the

surroundings; • not pose a hazard to users of the Airport; and • be suitable for viewing by audiences of a wide variety of ages, and

cultural and social backgrounds

STAGE 2: PRODUCTION OF SCALE MODELS BY FINALISTS The finalists from Stage 1 will be invited by the Selection Panel to participate in Stage 2 of the Competition. At this time, the relevant details pertaining to this Stage will be communicated to the finalists. Utilizing a standardized model of the space prepared by the AAJ, each finalist must provide a maquette by the specified date or any approved extension thereto for the judging of this stage of the Competition.

Finalists will receive a grant of J$50,000.00 to help defray the costs involved in producing the maquette. Recipients of this stipend must agree to abide by the rules of the Competition and undertake to submit the maquette within the stipulated time period. Finalists may be invited to an interview to discuss their Proposals with the Selection Panel.

Any finalist, who fails to submit the maquette by the stated deadline will not be granted any extension, will be not proceed to the next stage and will be required to refund the AAJ grant in full within thirty (30) days after the submission date. STAGE 3: COMMISSIONING AND EXECUTION OF THE SELECTED SCULPTURES Instructions for this stage of the competition will be communicated directly by the AAJ to the winner. Proponents are reminded that the AAJ is under no obligation to commission the winning Proposal.

ASSESSMENT OF ENTRIES

Each Proposal will be evaluated by a Proposal Evaluation Committee appointed by the Board of Directors of the AAJ. The Proposal Evaluation Committee may retain external experts to provide advice and support in the review of the submissions.

The Selection Panel may select up to FOUR entries, for advancement to Stage 2 of the Competition. The Panel is not bound to select any Proposal if none is deemed suitable.

The decision of the Selection Panel shall be final.

COMPETITION SCHEDULE – STAGE 1

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Press Advertisement –“CALL FOR ARTISTS”, Entry/ Registration Forms and Request for Proposal (RFP) documents are available online at www.nmia.aero, facebook.com/normanmanleyintlairport or from NMIA Airports Limited Administration Office, Norman Manley Int’l Airport, Palisadoes

16 June

Site visits (mandatory)

18 &22 August

Submission of Proposal due date and time

17 October / 2:00pm

Target Notification of Selected Proposals

to be confirmed*

Proposals are due no later than 17 October at 2:00 p.m. Any Proposal submitted after this date and time will not be considered. All late Proposals will be returned unopened. Proposals submitted by facsimile or email will not be accepted. The AAJ reserves the right to extend the Proposal due date. All changes or clarifications will be distributed to all registered Proponents in the form of Addenda. Note: Proponents will be considered “registered” once they have collected or received via email, this Request for Proposals document. The registration form attached should be completed and returned to sender via mail/email/facsimile. Any changes or clarifications to the terms of the Competition will be distributed to registered Proponents in the form of Addenda. Responses to queries from individual artists will be posted on the AAJ’s web site within seven (7) days of receipt of query. The AAJ reserves the right to extend the due date for submission of Proposals and notification of status of Competition.

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PART IV PROCEDURES AND REQUIREMENTS

A. PRE-PROPOSAL BRIEFING & SITE VISIT

The AAJ will hold a Pre-Proposal Briefing and Site Visit on the following dates:

Option 1 Option 2 2014 Monday,18 August at 10:00 AM 2014 Friday, 22 August at 10:00 AM The purpose of the Pre-Proposal Briefing will be to outline the requirements and objectives of this RFP, and to answer any questions Proponents may have regarding the RFP. The Pre-Proposal Briefing will be followed immediately thereafter by a site visit. Proponents wishing to submit Proposals must view the proposed installation site of the sculpture and should contact the designated representative of the AAJ to confirm their participation in the mandatory Pre-Proposal Briefing and site visit on either of the aforementioned dates. A summary of the questions and answers will be included as an Addendum which will form part of the RFP package and will be forwarded to all registered parties attending the Pre-Proposal Briefing. Inquiries relative to this RFP are to be submitted only in writing via facsimile /email to:

The Chairman Airport Art Competition Norman Manley International Airport Palisadoes; Kingston Fax: (876) 924-8624 or 924-8419;

or by email to: [email protected];

by latest 13 October Proponents using any electronic transmissions to make inquiries relative to their Proposal assume the entire risk that the email or facsimile document will be properly received by the AAJ, on time or at all, and that all other requirements herein will be satisfied. The AAJ shall not be liable to the Proponent if its email or facsimile document is not properly received on time or at all due to the malfunctioning of the AAJ’s equipment, the errors or omissions of the AAJ’s employees or agents, the interruptions or inability to obtain a connection with the AAJ’s equipment, the response time of the AAJ’s equipment, insufficient paper supply for facsimile machines or for any reason whatsoever.

Should a prospective Proponent find a discrepancy, or discrepancies in, or omissions from the Request for Proposals, or any drawings relating thereto, or should a Proponent be in doubt as to their meaning, the Proponent shall at once notify the AAJ in writing, who will then develop any necessary clarifications in an Addendum which will be delivered to all registered Proponents. Any addenda so issued are to be considered a part of this RFP document. The AAJ will not be responsible for any oral instructions or interpretations given by or to anyone whomsoever.

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B. SUBMITTAL REQUIREMENTS

1. The Proposal The terms and conditions relating to the engagement of the Selected Proponent to create the sculpture will be memorialised in a contract with the AAJ. In order to be deemed technically compliant, Proponents must submit a Proposal Form (Appendix C), an Expenditure Statement and the Artist Fee (Appendix D). ENTRY AND SUBMISSION REQUIREMENTS – STAGE 1

Each Proposal must include the following:

1. Completed entry form signed by the Proponent. [see Appendix A]

2. A Curriculum Vitae or professional biography of Proponent.

3. Drawing(s) of the proposed design and, if necessary, elevations and sections sufficient to detail the design and illustrate how the sculptural elements will operate in the space. It is recommended that drawings be to the scale of 1:50 (or ¼” to 1’, or 2 cm to 1 m).

4. A memorandum, type-written, double-spaced, of not more than 1,000 words, explaining the concept and/or symbolism of the design. The memorandum must include:

I. a description of materials to be used; II. an indication of the process and time-frame for

implementation ; III. a preliminary indication of the production costs.

5. Confirmation that the Proponent had participated in the mandatory site visit.

6. The commission/design is an original and not entered into any other competition

The memorandum should also establish that the Proponent is capable of executing the commission and of working with the implementation team.

All documents must be submitted in duplicate. One copy must be marked ‘Original’ and the other, ‘Copy’.

Proposals are to be submitted in sealed envelopes, clearly marked: “AIRPORT ART COMPETITION” and addressed to:

The Chairman Airport Art Competition Norman Manley International Airport Palisadoes, KINGSTON

and placed in the box labelled and located at the same address.

Entries that are not consistent with these guidelines will be disqualified.

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Proposal Evaluation The Proposal Evaluation will be conducted by a Proposal Evaluation Committee, which will review all technically compliant Proposals submitted encompassing: a) A Proposal audit, to ensure that all necessary documents have been submitted and the eligibility of the Proponent, and b) Review of the Request for Proposal Form and attachments. The AAJ may retain external experts to provide advice and support in the review of the Proposals submitted. Each Proponent agrees to accept and be bound by any decision or action taken by the AAJ and agrees that no claim for loss, damage or compensation shall arise. A detailed evaluation of the Proposals submitted by the Proponents/Artists will be done by the Proposal Evaluation Committee. At this first Stage of the evaluation, the Proposals will be evaluated on the following criteria and rated in accordance with the chart below. Specific weighting factors are assigned to each of the criteria as follows:

CRITERIA for EVALUATION of PUBLIC SCULPTURE PROPOSALS

WEIGHTING

Artistic Quality Aesthetics merit of work; degree of originality

25

Context of work Site specificity, appropriateness to site in scale, materials, form and content

20

Relevance of work to project brief/ objectives

10

Design and Construction Technical feasibility of construction /fabrication, installation, maintenance

20

Feasibility Budget, timeline and possibility of successful implementation

15

Demonstrated ability to undertake monumental works Craftsmanship / Workmanship

10

TOTAL 100 Proposers who fail to achieve a minimum of 80 marks out of a maximum of 100 will be eliminated at this stage. The finalists from Stage 1 will be invited by the Proposal Evaluation Committee to participate in Stage 2 of the Competition. At this time, the relevant details pertaining to this Stage will be communicated to the finalists.

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GENERAL TERMS AND CONDITIONS 1. The Selection Panel, acting on behalf of the AAJ, reserves the right to:

• Accept or reject any Proposal at its own discretion; • Accept Proposals with recommendations for modifications; • Verify the validity of the information supplied and to reject any Proposal

where the contents appear to be inappropriate, or inaccurate in the AAJ’s estimation

2. All financial information must be presented in Jamaican dollars (J$) and must

represent realistic estimates in light of possible inflation and devaluation of the local currency. The Proposal must remain valid for at least 180 days subsequent to submission of Proposals.

3. All costs related to the preparation and submission of Proposals and of providing additional information is the sole responsibility of the Proponent. The AAJ will not pay any transport costs, customs duties and taxes, or brokerage fees or any similar fees to any proponent or their agents.

4. All Proposals will become the property of the AAJ and will not be returned to Proponent unless a written request to withdraw the Proposal, signed by the Proponent or his/her authorized representative, is received prior to the closing date for the receipt of proposals. Proposals will only be returned on or after opening date.

5. All maquettes produced in Stage 2 of the competition will become the property of the AAJ and shall not be returned to the Proponents, irrespective of the outcome of the competitions.

Copyright and Reproduction Rights

6. The AAJ will require the Selected Proponent to transfer all its copyright in the commissioned to the AAJ Authority of Jamaica.

Such transfer will take the form of a perpetual exclusive licence or an assignment for the AAJ to use the copyright in the commissioned sculpture as detailed below. Q The AAJ shall be entitled without payment to the Selected Proponent to

make (or authorise others to make) any photograph film or video of the sculpture and to include this in any advertising, brochures, or other publicity material or film, video or television broadcast provided that such use shall not be prejudicial to the image of the Selected Proponent;

Q A condition of the agreement between the AAJ and the Selected Proponent will be that there will be not infringement of any intellectual property rights of any third party and the Selected Proponent shall fully indemnify and keep indemnified the AAJ against all actions, suits, claims, demands, losses, charges, costs and expenses which the AAJ or the Selected Proponent may suffer or incur as a result of or in connection with any breach of this condition.

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Credits and Moral Rights 7. On installation of the commissioned sculpture, the AAJ agrees to erect a suitable

permanent plaque in a position and with wording to be agreed with the Selected Proponent crediting him/her for the undertaking. Q The Selected Proponent hereby asserts his or her moral right to be identified

as the creator of the Work in accordance with Section 14 of the Copyright Act 1993, on all occasions when the Work (including any preliminary designs sketches or maquettes) or any photograph or other permitted reproduction is exhibited, published or issued to the public.

Q Without prejudice to the Selected Proponent’s statutory moral rights, the AAJ undertakes not to intentionally alter, damage or destroy the commissioned sculpture, or knowingly consent to others doing so, without the prior written approval of the Selected Proponent.

8. Ownership and Intellectual Property Q Title to the commissioned sculpture shall pass to the AAJ upon the AAJ’s

written final acceptance and payment for the sculpture.

9. The laws of Jamaica shall govern the agreements and arrangements between the AAJ and the Selected Proponent.

10. Submission of a Proposal constitutes a representation by the Proponent that it has conducted its own due diligence and is familiar with and accepts all aspects of the requirements contained herein.

Notices

1) Any notice required to be given to the Proponent shall be sufficiently given: a) if personally served:

i) on the Proponent; or ii) if the Proponent is a corporation, then at its

Registered Office or principal place of business

b) if forwarded by registered mail, addressed to the Proponent /Artist

2) Any notice required to be given to the AAJ shall be sufficiently given if hand delivered or forwarded by registered mail, addressed to:

“AIRPORT ART COMPETITION”

The Chairman Airport Art Competition

Norman Manley International Airport Palisadoes, KINGSTON

3) Any and every notice mentioned in this section, if forwarded by registered mail, (whenever mailed) shall be deemed to be given on the date of which the same is, in fact, delivered, or on the fifth (5th) business day following the day on which it is mailed, whichever is the earlier.

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PART V - REQUIRED PROPOSAL DOCUMENTS Each Proposal should include the following information. Only technically compliant Proposals will be considered by the AAJ. To facilitate the evaluation process, Proponents should present the information in the following order: A. Proposal Form

To be technically compliant, a completed, signed, dated, and witnessed Proposal Form shall be included with the Proposal. The form to be used is provided in Appendix C.

B. General Indemnity

The Selected Proponent shall be required to fully indemnify the AAJ, its agents, officers and employees against any and all claims, demands, proceedings, action, damages, legal costs, expenses and any other liabilities arising from the sculpting opportunity. The indemnity shall extend to infringement of any copyright, patent, trademark, trade secret or other intellectually property rights.

C. Background/Experience of Proponent

The Proponent must provide the following information:

Q Details outlining artist’s experience in executing similar commissions.

Q Length of time in the artistic profession business

Q Details that demonstrate their capability to successfully create the sculpture proposed

END OF DOCUMENT

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Appendix A : Press Advertisement / Official Entry Form

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Appendix B : Photographs of allotted space

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Appendix C

PROPOSAL FORM

TO: Airports Authority of Jamaica, Norman Manley International Airport FROM:

_____________________________________________________________________

(Full name and title of Proponent)

of ____________________________________________________________________

Address”

(Mailing address if different from above)) E-mail:

______________________________________________________________________

(Telephone Numbers (Landline, Mobile and Fax)

______________________________________________________________________

(Full name, title, address and telephone number of contact person, if different from Proponent)

Proposal is for: Suspended sculpture for placement inside the Ticketing Hall, Departure Concourse

Attached documents

The following documents (as fully described in the Request for Proposals) are

attached hereto and form an integral part of this Proposal:

§ CV or professional biography

§ Original drawing(s) of the proposed design, with name attached

§ Original memorandum, with name attached

§ Financial Expenditure Statement

____________________________

(Signature)

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Appendix D

Expenditure Statement & Artist Fee (To be completed by the Proponent)