TO: Chair and Members of the Board
FROM: Samuel A. May, Executive Director
DATE: July 10, 2018
Title
UPDATE ON THE MARGATE UTILITY BOX PUBLIC ART PROJECT
Body
BACKGROUND:
MCRA Staff has been diligently working on continuing the Margate Utility Box Public Art Project, which was originally initiated by Redevelopment Management Associates (RMA). MCRA staff has encountered several challenges on understanding and gathering information related to the subject project due to the lack of a transition process between RMA and current MCRA staff. After detailed research MCRA staff presents the below findings:
Traffic Boxes
Initial project was divided into two Phases. MCRA Staff was unable to determine the exact count and location of the traffic boxes to be wrapped in each of those phases determined by RMA. As a result, MCRA Staff has reached out to Broward County to confirm the quantity, location, jurisdiction and ID number of traffic boxes located in the City of Margate.
Further, MCRA Staff in collaboration with the City’s GIS Division and actual site visits has confirmed the following (Exhibit 1):
§ Utility Boxes within the MCRA: 26. These include traffic boxes (19) and Broward County’s Copper Communications Cable Junction Boxes (7), which are usually smaller boxes that are located in close proximity to the main traffic boxes at some of the intersections.
§ Utility Boxes Outside of the MCRA Boundaries: 11. These include ten (10) traffic boxes and one (1) Broward County Copper Communications Cable Junction Box.
In addition of wrapping the utility and junction boxes throughout the City, Staff recommends wrapping the Utility Payment Mail Box located in front of City Hall. Since the box is located within the CRA area the MCRA is able to cover this expense.
The total number of boxes to be wrapped, including the utility payment mail box, is 38.
Below are further details of the project:
Call to Artists
§ Call to Artists process was completed by RMA.
§ Art submissions were completed and available through the CaFE online application system.
Permitting, Production and Installation of Wraps
§ Apparently, RMA requested quotes for the permitting, production and installation of wraps for the utility boxes. MCRA staff does not have record of the request for quotes sent or the formal proposals received for the project.
§ The MCRA entered into an agreement with the company VSP Marketing Graphic Group LLC on November 22, 2017 for the permitting, production and installation of the wraps for a total of $46,533.88.
§ MCRA staff has sent a letter to VSP Marketing Graphic Group LLC, d/b/a/ TrafficWrapz date June 27, 2018 (Exhibit 2) that constitutes written notice for termination of the agreement for convenience pursuant to Section 8 of the Agreement.
§ Termination of the agreement has been pursued due to the following facts:
o Agreement was not presented to the MCRA Board for consideration prior to execution.
o MCRA staff is unable to locate the request for quotes and formal proposals received for the job that will justify the selection of the vendor and cost proposed.
o Quantity of utility boxes to be wrapped has increased to include the Broward County’s Copper Communication Cable Junction Boxes.
o Two scopes of work will need to be released separately to clearly identify utility boxes located within the MCRA and those outside of the MCRA.
Next Steps:
§ Thumb drives are being provided to each Board Member that include art submissions that meet the minimum requirements (total 96 images). During the August Board meeting, the Board will rank the images to select a total of 38. The 38 images with the highest scores will be select to complete the project.
§ The artists of the final selected designs will be contacted to execute an agreement with the MCRA for compensation and authorization to use the art.
§ MCRA and City staff will release two different formal requests for quotes through the City’s Procurement Division to engage a vendor that will process permits, produce and install the wraps on all utility boxes.
§ MCRA staff will come back to the Board to present vendor selection and proposed contract for services.
§ MCRA Staff will request to the City Commission to cover the cost of wrapping the boxes outside of the CRA area, present vendor selection and proposed contract for services.
CONTACT PERSON: Samuel A. May, Executive Director