HomeMy WebLinkAbout490779 BOHEMIAN COMPANIES - CONTRACT - AGREEMENT MISC - BOHEMIAN FOUNDATION (2)1
2017/2018 Pianos About Town Collaboration Agreement
THIS AGREEMENT is entered into by THE CITY OF FORT COLLINS, a Colorado
municipal corporation (“City”), and BOHEMIAN FOUNDATION, a Colorado non-profit
corporation (“Bohemian Foundation”), and will be effective on the date last signed below.
RECITALS:
A. The City’s Art in Public Places Program (APP), the Bohemian Foundation, and the Fort
Collins Downtown Development Authority (DDA) wish to continue collaborating on a
project to commission local artists to create artwork on pianos to be placed in public
locations for public use and enjoyment (the “Project”).
B. The Project will provide public benefits, including but not limited to the following:
Create elements of whimsy, surprise, and music inspiration and enjoyment in Downtown
Fort Collins and throughout the city;
Provide opportunities for spontaneous music and personal interactions to occur;
Contribute to the vibrancy of Fort Collins, creating another draw for people to visit;
Make art and music fun and accessible for all;
Allow the parties to collaborate with local visual artists or other interested community
member/groups to expose their talent to the public;
Create organizational collaborations between the parties on a fun, unique project.
C. The parties also wish to integrate the project with the annual “Art in Action” program
(“AIA Program”) to provide Downtown visitors with the experience of seeing art created
in Old Town.
D. The parties are entering into this Agreement to describe and document the roles each
party will play in implementing the Project, with the goal of using each parties’ staff’s
time and abilities effectively and efficiently.
NOW, THEREFORE, the parties agree as follows:
1. Term. This Agreement shall commence upon the last date of execution below and shall
continue through December 31, 2018.
2. City Responsibilities. The City will name a Project Manager who will be responsible for
coordinating the following Project elements on behalf of the City:
a. Establishing and managing an annual timeline and budget for the Project. A proposed
schedule for painting in Old Town Square is attached as Exhibit A. This schedule is
subject to change as conditions require. A Project budget is attached as Exhibit B,
representing the City’s good-faith estimate of the Project costs in 2017. By December
31, 2017, the Project Manager will also develop a 2018 budget, calendar, location list(s),
and revised communication plan, which will be appended to and integrated into Exhibits
A-D of this Agreement. For any budget changes of plus or minus 20% from year to year,
the City will provide a reasonable explanation of changes. If additional funds are required
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as the Project progresses, the parties will discuss options for additional funding. If
additional funding is not available, the Project will be scaled back to work within the
existing budget;
b. Annually acquiring, repairing, prepping and tuning thirteen (13) pianos to be used in
the Project, including sanding and cleaning the surface of the pianos with TSP; the
budget will be based on this number of pianos, but the number of pianos and budget may
be adjusted by agreement of the parties, in advance of any changes being implemented;
c. Prepare any newly acquired pianos; including but not limited to removing castors and
handles, adding plywood to the back, and tarps and bungees.
d. Hiring and coordinating with a moving company and a piano tuning company to
support all phases of the Project, including establishing and managing a rotation schedule
for tuning (to the extent the pianos remain tunable) and placement. A map with proposed
site placement timeline for 2017 is attached as Exhibit C. The parties acknowledge that
placement locations and schedules for tuning and rotation must remain flexible to allow
the City to make adjustments for changing circumstances including weather, safety,
access, noise or other concerns raised by business owners, damage, and other factors,
such as to maintain novelty and visual interest;
e. Selecting, contracting with and managing the visual artists selected for the Project;
f. Coordination and oversight of the AIA Program, including scheduling of artists,
management of artist logistics for work on-site, and event coordination;
g. Responding to damage and vandalism to pianos;
h. Managing logistics with area partners or other entities to cover and uncover pianos;
i. Working with appropriate City departments and DDA or other property owners on
logistics for placing pianos in desired locations on public property or private property
open to the public;
j. Provide in a timely manner, updated information to Bohemian Foundation to be
shared with the public for marketing of the project in accordance with the preliminary
communications plan attached as Exhibit D;
k. Utilizing the relationships of the parties to this Agreement to work with area partners
or other entities for the placement of pianos at other locations around town;
l. A liaison to the area partners to coordinate with other events, schedules and functions.
m. Securing sheltered locations for storage of the pianos throughout the various phases
of the Project.
n. Coordinating de-commissioning for ‘retired’ pianos and providing piano storage.
o. Collaborating with Bohemian Foundation in hosting Pianos About Town related
events.
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3. Bohemian Foundation Responsibilities. Bohemian Foundation will provide the following
to the Project:
a. Coordination of the marketing and promotion of the Project with the parties
through appropriate channels including print and electronic media (such as Facebook
page and websites) and other media as determined to be appropriate, and public relations
including providing a phone number the public can call for more information about the
Project;
b. Funding for the Project in the amount of Forty Thousand, Nine Hundred Forty
and 28/100s Dollars ($40,940.28), to be paid in advance to the City, plus Three
Thousand, One Hundred Four and 72/100s Dollars ($3,104.72) carried over from the
2016 budget, totaling Forty Four Thousand, Forty Five Dollars ($44,045.00) of financial
support, as a grant to be spent on the Project, including the City’s administrative expenses
as set forth in the budget in Exhibit B;
c. Purchase of additional piano chairs as needed;
d. Participate with the other parties in the development of plans for piano placement
and rotation, and participate in final artist selection.
4. DDA Assistance. It is anticipated the Fort Collins Downtown Development Authority
(DDA) will support the Project by providing the following:
a. Assist the Project Manager with implementation of the Project within the DDA
boundaries including, but not limited to: location selection, obtaining permits or
temporary easements for placement, securing pianos and chairs with locks if needed, and
Art in Action logistics including shade structure;
b. Participate with the other parties in the development of plans for piano placement
and rotation, and participate in final artist selection;
c. A liaison to the Downtown Business Association to coordinate with other events,
schedules and functions;
d. Use DDA staff expertise and relationships to ensure compatibility of the Project
with the interests of Downtown businesses and residents.
e. Provide space at their warehouse for the storage of six (6) pianos and provide
room for the preparation of the newly donated pianos.
5. Artist and Design Selection. Project Artists will be selected through a City APP RFP
process. The RFP will be promoted to the CSU Art Department, Poudre School District art
teachers and the local artist community. Artist selection, contracting and design approval will be
done in a manner consistent with applicable City laws and policies Bohemian Foundation may
add 2 to 3 representatives to the APP Selection Committee and participate in the selection
process through those representatives. Selected artists will be required to enter into a Project
contract with the City. In designing artwork for the Project, artists will be required to comply
with content restrictions that may include the following: no logos, copyrighted or trademarked
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images, advertisements, or political, commercial, religious, or sexual symbols, themes or
messages; designs should be appropriate for a diverse, broad-based audience of all ages. The
design should be picture-based, not word-based. The City reserves the right in its sole discretion
to approve or reject the final design and location of any piano intended to be placed in public
rights-of-way or on other City property. Artists are advised that the pianos they paint may be
repainted or disposed of at any time.
6. Project Timing
a. Spring-Fall Component. The City will arrange for the pianos to be painted on-site
in Old Town, in a location to be determined by the City, as part of the 2017/2018 AIA
Program, beginning in May each year under this Agreement. Each piano mural is
expected to take approximately 12-20 days to paint. Pianos that have already been
painted may be placed as early as mid-May. The spring-fall component of the Project is
expected to conclude at mid October.
b. Winter Component. On a date or dates to be determined by the parties after
execution of this Agreement, the City will place four or more of the pianos in Old Town
Square and any other locations identified as desirable for the winter season each year
under this Agreement. The City will arrange for the painting (or repainting) of two pianos
in public view at a location to be determined prior to placement for the winter season.
The winter component of the Project is expected to conclude at the end of December.
c. Permanent Component. Identify more candidates for permanent homes for the
pianos such as The Sister Alice Murphy Center for Hope.
7. Project Closeout. Within twenty (20) days of the conclusion of each calendar year under
this Agreement ending on December 31, 2017 and 2018, the City will provide to Bohemian
Foundation an annual budget and supporting documentation showing actual project costs for the
preceding year; the report will also include the overall project closeout cost at the end of the
Project. Within a reasonable period of time thereafter, the parties shall determine whether to
continue the collaboration beyond 2018. If the parties agree to continue the collaboration, and if
the Project was under budget, any remaining funds will be carried over to the next project
budget, and the parties will negotiate in good faith a new agreement for the subsequent season(s).
If the Project was under budget and the parties decide not to continue the collaboration, such
unused budget funds shall be refunded, to the funding source.
8. [Omitted]
9. Piano Ownership and Disposal. The City is the owner of the pianos. At the end of the
useful life of each piano the City may either retain it for future use, make it available to
charitable benefit, recycle, re-use or dispose of pianos or piano components all in accordance
with applicable City laws and policies.
10. Additional Provisions.
a. All parties must be named as sponsors in any advertising or promotional materials for
the Project produced by any of them and all parties will review and approve materials
published.
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b. The City, DDA, Bohemian Foundation, and the artists are not expected to warrant the
artwork or the pianos against theft, vandalism, damage by the elements or other
circumstances beyond the City’s, Bohemian Foundation, or artists’ control, and are
under no obligation to repair any such damage. The City reserves the right to remove
from display any piano that has been so badly damaged that, in the City’s judgment,
is unsafe or no longer appropriate for display. Such pianos will be disposed of in an
environmentally sustainable manner, if possible.
c. Each party agrees to be responsible and assume liability for its own wrongful or
negligent acts or omissions and those of its officers, agents or employees, to the
extent required by law. Nothing herein is intended as a waiver of the provisions of the
Colorado Governmental Immunity Act, C.R.S. Sec. 24-10-101 et seq.
d. All financial obligations of the City under this Agreement are expressly contingent on
the appropriation of funds sufficient and intended for such purpose.
e. This Agreement is intended to benefit only the parties to this Agreement. The parties
do not intend to grant enforceable rights under this Agreement to any third parties,
nor shall third parties have any rights to enforce any term of this Agreement.
f. This Agreement is binding on the parties and their respective officers, employees,
successors, agents, volunteers and assigns. No party shall assign this Agreement or
any of its rights, interests or obligations under this Agreement without the prior
written consent of the other parties.
g. No amendment or modification of this Agreement will be valid unless set forth in
writing and executed by the parties hereto.
h. Nothing contained herein is deemed or should be construed by the parties or by any
third party as creating the relationship of principle and agent, a partnership or a joint
venture between the parties, or an employment relationship between the parties.
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IN WITNESS WHEREOF, the parties have executed this Agreement on the day and year
of the last signature below written.
BOHEMIAN FOUNDATION,
a Colorado nonprofit corporation
Date: _________________ By: ____________________________________
Name: Tom Scharf
Music Programs Director
THE CITY OF FORT COLLINS, COLORADO,
a Colorado municipal corporation
Date: ___________________ By: ____________________________________
Darin A. Atteberry, City Manager
ATTEST:
____________________________________
APPROVED AS TO FORM:
____________________________________
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2/14/2017
2/15/2017
Assistant City Attorney
City Clerk
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EXHIBIT A
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EXHIBIT B
Art in Public Places
Piano Project 2017
BUDGET
Acct No Organization Number Cost/per Budget
1 Piano Moves 115 70 8,050
2 Major Tuning 47 80 3,760
3 Minor Tuning 10 30 300
4 Piano Purchase 1 100 100
5 Artists 13 1,000 13,000
6 Repair 0 0 2,500
7 Supplies & Prep 0 0 2,800
8 Plaques 0 0 375
9 Decommissioning 0 0 1,000
10 Misc. 1% 0 0 440
11 Storage 4 190 760
12 Staff Support 0 0 10,000
13 Communications Materials 0 0 960
44,045
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EXHIBIT C
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EXHIBIT D
Pianos About Town
Communications Plan for 2017
Background
Pianos About Town is a collaborative project among Bohemian Foundation, the Downtown Development
Authority's Art in Action Program, and the City of Fort Collins’ Art in Public Places Program (APP). The
project involves local artists painting or artistically decorating pianos at the Art in Action Tent in Old
Town Square where the public can watch the creative process and interact with the artists. Pianos About
Town is intended to be a fun, interactive art installation that creates an element of whimsy and surprise in
Fort Collins. These colorfully-painted pianos are rotated about town for the public to enjoy as both
musical instruments and works of art.
The first pianos were placed in Old Town during the 2010 holiday season and were an instant hit.
Painting and decorating of the pianos continues throughout the year, but is moved to indoor venues during
the winter months. Area businesses play a key role in the success of the project by "adopting" the painted
pianos and covering them during inclement weather.
Notable Changes/Updates to the 2017 Communications Plan
The 2017 communications plan includes a chart that outlines how APP and Bohemian Foundation will
work together to enhance and maintain Pianos About Town communications materials. The strategies and
tactics are designed to further raise visibility of this already successful program.
Communications Goals
Two overarching communications goals drive the strategies and tactics outlined in this integrated
communications plan. Each goal is supported by several strategies--broad categories of action through
which the goals will be accomplished. Supporting the strategies are tactics--the specific tasks that will be
performed to get the job done. The tasks, the person or people responsible for each, and a specific
timeline for each task are listed in the chart below.
The Pianos About Town communications goals are:
1. To encourage community engagement with the Pianos About Town program.
2. To encourage local artists to submit an RFP in spring 2017.
Key Messages
1. Program Facts:
a. The Pianos program is a collaborative effort among Bohemian Foundation, the City of
Fort Collins Art in Public Places program and the Fort Collins Downtown Development
Authority.
b. The Pianos program helps to strengthen the role of music in the community and furthers
Bohemian Foundation goals by providing greater access to music for people of all ages,
providing opportunities for individuals to develop as music makers, and increasing live
music in Fort Collins.
c. The Pianos program is a fun and interactive program that promotes arts and artists, while
contributing to the vibrancy of the city and engaging people in music by making it
accessible to all.
d. This will be the eighth year of the Pianos program. Originally inspired by a traveling
“piano tour” that did several installations all over the world, the Pianos About Town
program was initiated in Fort Collins to create an interactive environment for people to
engage in art and music.
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e. To date, 77 pianos have been painted by 44 different artists since the program’s
beginnings in late 2010.
f. Summary of key program requirements:
i. Create elements of whimsy, surprise, musical inspiration, and enjoyment in
Downtown Fort Collins and throughout the city
ii. Provide opportunities for spontaneous music and personal interactions to occur
iii. Make art and music fun and accessible for all
iv. Promote local visual artists and allow the collaboration of other interested
community member/groups
v. Foster organization and collaboration among parties on a fun, unique project
2. Program Details for 2017:
a. The Art in Action tent will be remain in Old Town Square.
b. In 2017, fourteen pianos will be painted or artistically decorated.
c. RFP will open January and will close Monday, March 6.
d. Artist selection will take place mid-March and painting will start mid-May. The 2016
winter piano will be announced in February.
e. Summer and Fall piano artists will be announced the first week of May.
Audience Identification
1. Fort Collins community members
2. Fort Collins visitors
3. Local artists
4. Business owners
I. Accomplishing Communications Goals 1 and 2: to encourage community engagement with the
Pianos About Town program and to encourage local artists to submit an RFP in spring 2017. These
activities fall into three broad categories, referred to as communications strategies.
1. Engage in traditional media relations efforts to garner coverage from targeted media outlets. (See
Appendix I for media list.)
2. Use web-based resources to communicate program information and changes.
3. Create, distribute, and display professionally printed graphic and marketing materials.
Tactics and Timeline Chart: Jan. 1, 2017 through Dec. 31, 2017
White boxes indicate media related or general communications tasks or materials.
Blue boxes indicate web-based tasks.
Gray boxes indicate professionally printed materials.
Items highlighted in yellow will be included the APP budget.
Activity or Item Description Responsible party Dates
Promote RFP class Use existing communications
channels to promote a RFP class
for artists.
Additional
opportunities TBD.
Late January and
mid-February
Distribute RFP media
advisory
Distribute to press with the goal
of recruiting artists.
Bohemian to create.
APP to provide input.
Bohemian to send to
press.
January
Make February piano
media
announcement
Announce artist painting a piano
near the end of February. This is
separate from the spring rollout
announcement.
Bohemian to create.
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Distribute spring
rollout and artist
selection news
release
Announce 2017 artists and spring
rollout.
Bohemian to create,
APP to provide input,
Bohemian to send to
press.
First week of May.
Manage media
relations for specific
artists
Work with press to promote
artists with unique stories.
Bohemian to manage
and pitch with artist
communications
support from APP.
Ongoing.
Manage Facebook
account
Facebook.com/pianosabouttown.
Use #FoCoMusic and #FoCoArt as
appropriate. Tag businesses and
organizations that help protect
the pianos as well as DDA, and
Lincoln Center Facebook pages.
Bohemian to manage,
APP to provide
program information
such as RFP info, new
piano locations, artist
information, and any
program details.
Ongoing.
Manage Instagram
account
@pianos_about_town
Use #FoCoMusic and #FoCoArt as
appropriate. Tag businesses and
organizations that help protect
the pianos as well as APP, DDA,
and Lincoln Center Facebook
pages.
Bohemian to manage,
APP to provide
program information
such as RFP info, new
piano locations, artist
information, and any
program details.
Ongoing.
Manage Pianos
About Town page on
Foundation website
bohemianfoundation.org/music-
programs/pianos-about-town
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local artists to submit an RFP. Bohemian to print.
Bohemian to deliver
to distributer.
APP to fill out
distribution form.
The hanging of
posters is included in
the APP budget.
Estimated cost for
hanging posters:
$300
RFP will open
Monday, Jan. 23,
2017 and close
Monday, March 6,
2017.
RFP handbill Distributed around town to
encourage local artists to submit
an RFP.
Bohemian to create.
Bohemian to print.
Bohemian to deliver
to distributer.
APP to fill out
distribution form.
The cost to distribute
handbills is included
in the APP budget.
Estimated cost for
distribution of
handbills: $60
January 2017.
Tri-fold brochure Includes program history and
FAQs. This evergreen brochure
will be distributed to
organizations including the Fort
Collins Museum of Discovery, the
Music District, Colorado State
University and Visit Fort Collins.
Bohemian to create.
Bohemian to print.
Bohemian to place
and provide to APP
for use as desired.
Spring 2017.
Program history sign Coroplast sign containing
program info, Facebook link, and
logos on front side. Photos and
artist names on second side.
Attached to Art in Action tent.
The order will include 4 sets of
the sign (8 total coroplast signs).
Bohemian to create.
Bohemian to order.
APP to place.
January 2017.
“Caring for the
pianos” handbill
Given to local businesses to help
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Plaques Attached to the side of each
piano.
Bohemian to design.
Bohemian to select
and print with APP
input. APP to place.
The cost to create
new plaques is
included in the APP
budget. Estimated
cost: $375
January 2017.
II. Measuring Results for Goals 1 and 2:
Track all media coverage.
Compile social media and website data.
Track quantities of print materials that are distributed and used.
Compile total number of RFPs submitted as a result of communications efforts.
Appendix I – Targeted Media List
Fort Collins Coloradoan KUNC 91.5 FM
Scene Magazine KRFC 88.9 FM
CSU Student Media KCSU 90.5 FM
5280 Magazine CPR OpenAir 88.3 FM
BandWagon Magazine News Channels 2, 4, 7, 9
BizWest
Boulder Daily-Camera
Cheyenne Tribune-Eagle
College Avenue Magazine
Colorado Music Buzz
Denver Post
Denver Post’s Reverb
Discover Fort Collins
Estes Park Trail-Gazette
Fort Collins Magazine
Longmont Times-Call
Loveland Reporter Herald
Lydia’s Style Magazine
Marquee Magazine
Mind and Body
North Forty News
Rooster Magazine
Westword Magazine
The Scoop Blog Network’s Late Night Fort Collins
The Scoop Blog Network’s Entertaining Fort Collins
Heiditown blog
NoCo Lifestyle
DATATVS.com
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us care for the pianos during wet
weather. Approximately 25 are
printed and distributed over the
course of the year.
Bohemian to create.
Bohemian to print.
APP to distribute.
January 2017.
Tent Replaces tent banner. Bohemian to create.
Bohemian to order.
APP and DDA to
manage.
April 2017.
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Bohemian to manage. Ongoing.
Share RPF
via networks and
social media
Bohemian and APP to compile
contacts and to share invitation
to submit proposals
Bohemian and APP. Early January.
Two-sided pamphlet Artist bio, photo, and rendering
on one side. Program info,
Facebook link and logos on
second side. Approximately 50
are printed per artist.
APP to create.
APP to print at Citizen
printing.
APP to place.
This pamphlet is
included in the APP
budget. Estimated
cost for printing
pamphlets: $250
Ongoing based on
painting schedule.
Artist poster Artist bio, photo, and rendering
on both sides. These are hung at
the APP tent. Two coroplast
posters will be printed for each
artist.
APP to create.
APP to print at Citizen
printing.
App to place.
This poster is
included in the APP
budget. Estimated
cost for printing
posters: $350
Ongoing based on
painting schedule.
RFP poster Hung around town to encourage Bohemian to create. January 2017.
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APP to provide input.
Bohemian to send to
press.
Mid-February
(depending on
when artist is
identified).
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