Sugar Gum Tree Carving

Expression of Interest Information Pack & Public Art Project Brief

Reference R2014 /0015

February 2014

This document is comprised of three sections

  1. Public Art Project Brief
  2. Conditions of Expressions of Interest Process
  3. Returnable schedules

It is recommended that you take time to understand the Conditions of Expression of Interest; this will ensure that your response to the Public Art Project Brief is submitted on time and in a format acceptable to Council.

Any changes to this document will be communicated via the web site. You are encouraged to check the site for any such updates.


Section 1 - Public Art Project Brief

1.Introduction

The Adelaide City Council (Council) is seeking Expressions of Interest (EOI) from artists / or teams to develop a high quality public art work to be carved into the trunk & limbs of a large dead Sugar Gum that sits in the Glover Playground located on LeFevreTerrace, Adelaide.

An artist or team will be selected through this EOI process from submitted concept/s design/s for the site. The preferred concept will be selected by a Project Advisory Panel with intention that the artist / team be engaged to undertake the work ready for completion by 24 May 2014.

2.Background and context

Adelaide is the dynamic heart of the state’s pursuits in business, commerce, arts, culture, retail, education and innovation.

The people of Adelaide are proud of their cleverly designed City in a park, its cultural boulevards, its gridded streets and heritage buildings sitting easily between the hills and the sea.

During 2013 a large Eucalyptus cladocalyx (Sugar Gum) died. This tree has since had the canopy reduced to ensure public safety in the playground it is established in. Instead of totally removing this significant tree from site consideration for the remaining trunk & limbs to be wood carved in an effort to add an artistic element into the play space using the timber available was discussed. The playground is a well-used location with a primary school nearby and it is envisioned that the carving being sought for this work would be in line with the environment it is situated in. The playground is located in a large Park (Nanto Womma (Park 6)) which is landscaped in a native/natural/biodiversity style and has large areas fenced for the agistment of horses so as you can see there is much content that could be applied to the style of carving to be considered. The Aboriginal name Nanto Womma means Horse Plain.

This is the first time such carving has been trialled in the City and the right design will make a real point of difference to any other playground in the City.

Site for the Commissions

Glover Playground in Nanto Womma (Park 6) in LeFevre Terrace North Adelaide is the site for the proposed art work. It is anticipated that the art works will respond to the unique character, qualities and environment of the site conceptually as well in relation to the scale and materials.

The site location is provided in ANNEXURE A.

Power

There is power and water available to the site. Artists are encouraged to consider the effect of ambient street lighting on their concepts.

3.The concepts

Council is keen for artists to exercise their artistic expression and freedom on this project.

It is anticipated that artists will incorporate the title of their work and their attribution into the work itself.

It is anticipated that the art works will:

  • be high quality and strong artistic integrity
  • be inspiring, interesting and engaging to Adelaide’s diverse population
  • be visually appropriate and relevant to the site
  • be of a scale relevant to the site
  • be safe for the general public including those of us with a disability

Artists will be required to provide guidelines to the ongoing maintenance of their artwork.

Materials

As the artwork is to be applied to an existing tree trunk & branches sited within a children’s playground the carving must not create risk that may be generated by depth of cutting on the smaller branches in particular. Elements must be robust, durable and structurally appropriate for their application.

  • Artists are encouraged to consider the environmental impact of their work.

Practical considerations

Although the art works are not playground equipment, it is anticipated that children are likely to interact with the works, which the artist / team should consider during the concept stage. Issues of limb entrapment, climbing/falling and foot holds must be considered.

4.Stakeholder Consultation

Council will be consulting with stakeholders with regard to this project.

5.Budget

The total available project budget for the art works is $10,000 (GST exclusive). The project budget must cover all costs associated with the project management, design development and fabrication of the work.

Such costs may include:

  • materials
  • permits
  • design drawings
  • equipment hire
  • site clean up
  • artists fees, travel, accommodation, etc.
  • artists attribution
  • public liability insurance ($10 million).

Council must be notified of any third parties engaged in the delivery of this work.

The preferred concept for the site will be selected by the Project Advisory Panel and the artist / designer / team engaged to work ready for completion by 24 May 2014.

6.Project Advisory Panel

The Project Advisory Panel consists of:

  • Council – 1 x Public Realm representative
  • Council - 1 x Public Art Consultant
  • Council – 1 x Infrastructure Management representative
  • Council – 1 x Asset Manager
  • Council – 1 x Arborist

Administration (Ex-officio)

  • Council – Public Art assistant (admin/ minutes)

Council Public Art will coordinate and facilitate the administration of the selection process and will:

  • develop and distribute the brief
  • host and administer the EOI and Concept Selection meetings
  • facilitate the site briefing meetings

Council will be responsible for:

  • contracting and overseeing the project management
  • facilitating community and stakeholder engagement and consultation

The Council representatives on the panel will be available to contribute to the concept artwork design process with the artists, assess the proposed concepts in relation to practical issues, such as risk management, public safety and maintenance.

The Project Advisory Panel will:

  • be available to provide advice regarding specific concept artwork design development issues relevant to their expertise
  • select and recommend artist/designer / team to undertake the works
  • select the preferred concepts and make recommendations to Council for final approval

Council will enter into Contractual arrangements the selected artist, designer or team.

7.Evaluation of the Expressions of Interest

Expression of Interest proposals should include:

  • concept drawings and elevations the proposed work as required to convey the concept, scaled and presented in a professional manner
  • a proposed indicative budget outlining materials, project management and other associated expenditure (evidenced wherever possible)
  • details of third parties, contractors, consultants, project managers, supply relationships, including the approach to payment and administration of funds
  • presentation documents for the Project Advisory Panel
  • an indication of any known ongoing maintenance requirements associated with the proposal
  • evidencethat the consideration has been given to minimising risk and ensuring all elements are robust, durable and structurally appropriate for their application.

Evaluation Criteria

When evaluating the Expression of interests, consideration will be given to:

  • the artistic merit of the proposed concept
  • the way in which the project meets the various requirements of the briefing paper, including its appropriateness in terms of scale
  • public safety and risk management issues
  • maintenance issues

8.Commissioning Process and Timeline

Step / Description / Date
Phase I
Issue Expression of Interest via Arts SA and Council mailing lists
3 weeks / Artists / Designers or Teams invited to submit Expression of Interest in the project. / Open
21 February 2014
Close
2pm 13March 2014
Expression of Interest
Assessment
1 week / EOI’s assessed by the Project Advisory Panel. / Completed by 20March 2014
Engagement of successful artist /team
1 week / Issue appropriate contractual documentation / Completed by 27 March 2014
Delivery phase
4 weeks / Artist / team to undertake work / Work to be delivered before 24 May 2014

Please note that Council reserves the right not to proceed with the project. It also reserves the right to delay the project and / or stage the implementation.

9.Form of Agreement

The Proponent selected to deliver the Supplies will be required to enter into a formal agreement with Council.

SECTION 1 / ATTACHMENT A – SITE FOR THE COMMISSION

SECTION 1 / ATTACHMENT B – TREE PHOTOS


Section 2–Expression of Interest Conditions

Abbreviation / Definition
ACC, Adelaide City Council, Council / means The Corporation of the City of Adelaide ABN 20 903 762 572
EOI / means Expression of Interest
EOI submission, EOI response / means an Expression of Interest submission submitted by a Proponentin response to the invitation set out in this Expression of Interest Information Pack
Expression of Interest Information Pack / means this Expression of Interest Information Pack including any documents incorporated by reference herein and any amendments to any of those documents
Evaluation Criteria / Refer to Clause 2.1of this Expression of Interest Information Pack
Proponent / means an applicant who submits or proposes to submit an EOI response under this EOI and, where the context permits, includes any documents duly completed by or on behalf of the Proponent and received by Council in accordance with this EOI

2.1Evaluation Process

2.1.1Council will evaluate the EOI submissions according to the information sought in this Expression of Interest Information Pack and provided by the Proponent, based upon the Evaluation Criteria and within an established probity framework. Specialist Advisers may provide support to Council in the evaluation of EOI submissions as required.

2.1.2For details of the Evaluation Criteria refer to Section 1 – Public Art Project Briefof this EOI Pack which provision forms part of these EOI Conditions.

2.1.3EOI submissions will not be considered by the Evaluation Panel unless the mandatory requirements set out in the Expression of Interest Conditions are complied with.

2.1.4Council at its discretion may decline to undertake an evaluation of a Proponent’s submission where that Proponent does not meet the eligibility criteria, has failed to provide the required information and/or where that Proponent has failed to satisfy Council probity and competitiveness requirements as set out in this EOI invitation.

2.1.5Proponents may be shortlisted for further consideration. Proponents that are shortlisted may be interviewed. Further information to substantiate EOI submissions may be requested. This process is not to be construed as an opportunity to amend or complete a non-complying EOI submission. A Proponent shall not take a request for information by Council as an indication that the Proponent will be successful.

2.2How to submit Requests for Information

2.2.1Proponents can ask questions relating to the EOI, application and assessment process by emailing . The email subject line should state“Sugar Gum Tree Carving”. Questions should be clear and concise and identify the part of the process a proponent is seeking advice on. For example, questions relating to the EOI lodgement process or a question relating to an aspect of the full application.

2.2.2If you are in any doubt as to the true meaning of any of the information of EOI documents comprised in this Expression of Interest Information Pack; or if you consider any provision, description or other matters is contradictory or inconsistent with any other provision, description or other matter, you must immediately notify Ed James by way of email to stating “Sugar Gum Tree Carving” in the title line

2.2.3Council will consider all requests for clarification. Council in its absolute discretion will determine whether or not to provide any interpretation of the documentation upon which clarification has been sought.

2.2.4Any interpretation of the documentation comprising this Expression of Interest Information Pack will be made only by formal Addendum to the Expression of Interest documents;these will be posted on the web site

2.3EOI Closing Date/Time & Format

2.3.1Closing Date & Time

EOI Submissions must be made by no later than the Closing Date and Time nominated below. Late submissions will not be considered.

Closing Date:Thursday 13th March 2014

Closing Time: 2pm (Adelaide Time)

2.3.2Closing Location & Lodgement

EOI submissions may be submitted either in person or by post. EOI submissions may be submitted in person by being deposited in:

Tender Box

Adelaide City Council Customer Centre

Ground Floor, 25 Pirie Street

Adelaide SA 5000

EOI submissions may be submitted by post, addressed to:

Corporation of the City of Adelaide

Locked Bag 9050 ACC Tender

Adelaide SA 5001

Submissions via email or in any other form will not be accepted.

2.4EOI Submission Format

2.4.1Submissions should be clearly marked as “Expression of Interest for Sugar Gum Tree Carving”.

2.4.2EOI Submissions are to be provided in the following format:
2 hard copies (1 marked as ‘Original’,1 marked as ‘Copy’. In the event of any discrepancies between submissions, the submission marked as ‘Original’ will take precedence)

2.5Ownership of the EOI documents

2.5.1All documents in response to the EOI invitation become the property of Council upon their submission.

2.5.2Council may make copies of the EOI submission documents for any purpose related to the EOI and the “Sugar Gum Tree Carving”, in particular the evaluation of the EOI submissions.

2.5.3All Intellectual Property in a Proponent’s EOI submission, including any initiatives aimed at adding value, remains the property of the proponent submitting the EOI. Each Proponent submitting an EOI grants to Council a royalty free licence to use, manipulate, describe and discuss such Intellectual Property for the purposes of the EOI, any invitation to the shortlist process and for any purpose associated with the “Sugar Gum Tree Carving” and subsequent Projects.

2.6Submission Requirements

Expressions of interest shall include:

  • The information about your previous work and your concept design proposal. Refer to Section 1 of this Expression of Interest Pack which provision forms part of these EOI conditions.
  • The returnable schedules in section 3 of this Expression of Interest Pack.
  • Confidentiality

2.7.1EOI submissions are directly affected by the Freedom of Information Act 1991 (SA). However, by their very nature, EOI submissions are likely to fall within the definition of “exempt documents” in that Act and therefore not be required to be produced to third parties. Council will endeavour to respect the confidentiality of EOI submissions and will not disclose them to the public, except where the disclosure is permitted or required by law.

2.7.2In deciding whether or not to disclose EOI submissions required under the Act, Council will ensure that the relevant FOI officer receives advice from a legal practitioner. All Proponents will be required to maintain confidentiality with respect to their own competing submissions, and will not be permitted to advance their own submissions via the media without the prior written approval of Council.

2.8Declare Conflict of Interest

2.8.1Proponents must declare any existing or potential conflict of interest that may detrimentally affect the Proponent’s relationship with Council at the time of submitting their EOI submissions. Where Council has awarded a Contract to a successful Proponent and a conflict of interest arises in relation to the delivery of the project, the Proponent must notify Council immediately in writing of the conflict.

2.8.2Where a Proponent identifies an existing or potential conflict of interest, the Proponent must declare the actual, apparent or potential conflict of interest and inform Council immediately. A conflict of interest may exist if the Proponent, or any of its personnel:

  • has a relationship, whether professional, commercial or personal, with a party who is able to influence the EOI, application or evaluation process, including Evaluation Panel members; or
  • has a relationship with, or an interest in, an organisation which is likely to interfere with or restrict the Proponent in carrying out the project fairly and independently.

2.9Non-Mandatory Administrative Requirements

Supporting material and documents other than that requested in this Expression of Interest Information Pack are discouraged and may not be considered by Council. EOI submissions that are oversized and do not fit in Council’s Tender Box are discouraged. The Tender Box opening is 50 cm in width and 5 cm in height. If an EOI submission cannot fit into the Tender Box, the EOI submission should be mailed or delivered to the Corporation of the City of Adelaide, Locked Bag 9050, ACC Expression of Interest, Adelaide, SA, 5001 quoting the Expression of Interest number.

Section 3 – Returnable Schedules

Schedule 1 – Proponent’s Details (if applying as a team please include all individuals)

Proponent’s Details
Name (where submitting as a team please include the names of each team member):
ABN (if applicable):
Trading Name:
Registered Address
Postal Address
Contact Details
Contact Name:
Telephone Number:
Fax Number:
Email Address:

Schedule 2 – Proponent’s acknowledgement of requirements

Please confirm you have provided the following
A cover letter indicating confirmation of ability to comply with the proposed time schedule and intention.
Curriculum vitae (CV) of the individual artist or team (in the case of a team this can be one CV for each individual on the team or a CV for the whole team).
A maximum of 5 images of previous work pertinent to the brief.
Names and contact details of two relevant referees.
Concept drawings of the proposed work are required to convey the concept, scaled and presented in a professional and artistic manner.
If any, details of third parties, contractors, consultants, project managers, supply relationships, fabricators if outsourcing, including the approach to payment and administration of funds.
An indication of any known ongoing maintenance requirements associated with the proposal.
Evidence that the consideration has been given to minimising risk and ensuring all elements are robust, durable and structurally appropriate for their application.
Please confirm that if you are selected to deliver the work you will provide evidence of public liability insurance to the value of $10m.
Have you included 1 original and 1 copy of your Expression of Interest?

Please note any amendments to this Expression of Interest document will be placed on the website