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6.1 EDSR 10-20-2014 Elk Request for Action River To Item Number Economic Development Authority 6.1 Agenda Section Meeting Date Prepared by General Business October 20, 2014 Colleen Eddy, Economic Development Specialist Item Description Reviewed by Nominate an EDA member to the Public Art Jeremy Barnhart, Deputy Director CODD Installation Judging Panel Reviewed by Action Requested Nominate a member of the Economic Development Authority to the Public Art Installation Judging Panel. Background/Discussion The Public Art Installation Request for Proposal (RFP) process, as approved in July included the formation of a judging panel who will evaluate and rank all submitted proposals received. The panel will consist of five representatives from the City Council, EDA,Parks and Recreation Commission,Arts Affiance and a resident-at-large. Panelists will make a recommendation to the EDA who in turn will recommend to the Council,who will have final decision. Staff anticipates a need of three meetings in order to complete the evaluation process. Panelists will review the process and schedule meetings accordingly. The goal of the RFP is to complete the evaluation process by the end of December and announce the winner at the first Council meeting in January,with installation in the Spring of 2015. Financial Impact N/A Attachments • Public Art Installation Request for Proposal POWE11ED BY Template Updated 4/14 NATURE Request for Proposal for a "Powered by Nature" Public Art Installation in the City of Elk River, MN Registration Due Date/Time September 8, 2014 4:00 p.m. (CST) Proposal Due Date/Time November 6, 2014 4:00 p.m. (CST) City of Elk River& Economic Development Authority 13065 Orono Parkway Elk River, MN 55330 POWERED 8Y NATURE 1 Request for Proposal for a "Powered by Nature" Public Art Installation in the City of Elk River, MN Section 1. General Information This document solicits Requests for Proposal (RFP) for a "Powered by Nature" Public Art Installation for the City of Elk River,Minnesota. RFP Administration Address all correspondence, requests for additional information, registration, and proposal submissions to: Brian Beeman Economic Development Director City of Elk River 13065 Orono Parkway Elk River,MN 55330 bbeeman @ElkRiverMN.gov 763.635.1000 Deadlines Registrations will be accepted until 4:00 p.m. on September 8,2014. Proposals from registered artists will be accepted until 4:00 p.m. on November 6,2014. Acceptance of Proposal Contents The contents of this RFP will be included in the contract between the selected artist and the EDA. All information in the proposal is subject to disclosure under the provisions of Minnesota Statutes Chapter 13—Minnesota Government Data Practices Act. Section 2: Background In 2011 the EDA contracted with ChandlerThinks on a Brand Plan for the City of Elk River. The brand plan identified a brand promise, tagline and creative interpretations for the brand. The plan also included recommended strategies for implementation, which for the most part have been completed. Since September of 2011 staff has been working diligently to roll out the brand. A steering committee was assembled to help implement the brand plan which consisted of email signatures,letterhead,business cards,and other marketing materials. Economic Development staff established a brand steering committee to share ideas on ways to promote the brand plan on a more permanent and larger scale. The steering committee, which included staff members from Administration, Parks and Recreation, Utilities, and Economic & Community Development, developed ideas to create a memorable,impactful addition to the city 2 of Elk River landscape that would promote the Powered by Nature Brand, and the City in a tangible way. Through this process, a number of ideas were developed and refined. EDA staff is recommending a design competition for a solar powered clock, fountain, tree, or sculpture to be placed on city property in the city. All items met the brand guidelines set out in the 2011 ChandlerThinks Brand Study available at http://clkmcrnm,rcov 'I) ) unkilt(:enter/V'icw,/293 . EDA staff felt this project is a unique opportunity to engage the arts community in a project while developing a long lasting amenity for the city. Section 3: Overall Scope of Services What does the City of Elk River and "Powered by Nature" mean to you? The Economic Development Authority is seeking an impactful, memorable Project that communicates this concept to current and potential residents, businesses,and visitors. 1. Participatory Process — Artists located within 100 miles of the City of Elk River, MN are asked to develop a mock up, rendering, or sample of a solar powered clock, fountain, tree, sculpture or other public art installation ("Project") as an entry into a Request for Proposal that promotes the concept of"Powered by Nature" and the City of Elk River. Entries may include photographs, drawings or renderings no larger than 24" x 36", or modeled on a base no larger than 2'x 2'. 2. Background— In 2011 the EDA contracted with ChandlerThinks on a Brand Plan. As most of the plan implementation has been complete, the EDA is soliciting interest in a Project that will be displayed within the City limits and will define the City's Powered by Nature brand. 3. Locations and Maintenance — Artists will be required to analyze and suggest the best possible location for the Project so that it will enhance tourism and economic vitality, as well as consider future maintenance needs and costs. 4. Vision & Overview — Project submissions must promote the concept of "Powered by Nature". a. Innovation—Create a Project that defines "Powered by Nature". b. Economic Development — Create a Project that enhances the City's economic base and tourism. c. Judging — The panel of judges will choose a winner to complete their Project. The panel will include a representative from the City Council, EDA, Parks and Recreation Commission,Arts Affiance,and a resident at large. d. Purchase of Project — The selected artist will be compensated up to $12,000 for its Project, which shall cover transportation and materials costs and an honorarium to the selected artist. e. Location of Project — Project submissions must recommend a location on City property to install the Project. City property includes but is not limited to: i. City Parks: Rivers Edge Commons, Woodland Trails, Lions John Weicht Park, Youth Athletic Complex, Dave Anderson Youth Complex, Orono Park • 3 ii. City property: 50 Main Street, City Hall (13065 Orono Parkway), Library (13020 Orono Parkway), Activity Center (413 Proctor), Chamber of Commerce building (509 US Highway 10). f. Future Maintenance—Define future maintenance costs to keep the Project attractive and safe. Project maintenance and associated maintenance costs will be further defined in a meeting with the Artist. g. RFP Timeline: i. Registration. All participants must register their interest in submitting a proposal by September 8, 2014. Registration is mandatory and a pre- requisite to submitting a Project proposal. ii. Proposals, renderings, mock ups, samples of the Project are due by November 6, 2014. Proposals will be presented to the Judging Panel in November and December of 2014 and may include photographs, drawings, or renderings no larger than 24" x 36", or modeled on a base no larger than 2'x 2'. iii. Judging Panel will make its recommendations to the EDA by December 15, 2014. iv. The EDA will review the Judging Panel's recommendations. The EDA may request a presentation to the EDA from any or all Projects recommended by the Judging Panel. v. The EDA makes a recommendation to the City Council by January 20, 2015. vi. City Council considers and approves Project by January 20,2015. vii. Participants whose projects were not selected have until 4:00 p.m. on February 20, 2015 to retrieve their proposals, renderings, mock ups, samples photographs, drawings, models, renderings or other related proposal materials from City Hall. The City will dispose of any unclaimed proposal materials. viii. Project construction must be completed by June 1, 2015 with an unveiling celebration projected for July 4,2015. h. Project submissions are valid for 90 days from the date opened by the EDA. i. In the event the EDA believes additional clarification of a Project submission is needed, the EDA will submit a request for clarification to the submitting artist. That artist has two business days to respond to the EDA in writing. Section 4: Proposal The Project mock up, rendering, or sample submittal shall contain only the information requested below. Proposal Format The submittal should follow the Table of Contents listed below: A. General Information B. Project Understanding C. Project Approach D. Location,Installation and Future Maintenance E. Additional Information 4 F. Total Project Cost A brief description of each section follows. A. General Information Provide a Project mock up, rendering, or sample that defines the City of Elk River and "Powered by Nature",which may include photographs or drawings so long as they are no larger than 24" x 36" or modeled on a base no larger than 2'x 2'. B. Project Understanding Submit a one-page letter of interest describing what the City of Elk River and "Powered by Nature" means to you? The Economic Development Authority is seeking an impactful, memorable project that communicates this concept. C. Project Approach Provide specific approaches, methods, and assumptions that will be utilized to accomplish each work item as listed in Section 2. Artists may submit as teams. The EDA,in its sole discretion, may contract with an individual artist or a team. D. Location, Installation and Future Maintenance Provide a proposed schedule from project initiation to final completion. The schedule should include a listing of key tasks within each phase, key milestones and approximate dates, and deliverables. E. Additional Information Include any other information that is believed to be pertinent, but not specifically requested elsewhere in this RFP. F. Total Project Cost The compensation to the selected artist(s) will not exceed $12,000. The Artist(s) shall be reimbursed between 25-50% of upfront costs for materials and the balance upon satisfactory completion and installation of the artwork. The artist shall break out the estimated costs as follows: a. Public art piece materials b. Transportation costs c. Installation costs d. Future maintenance costs e. Any other costs or charges deemed relevant by the artist Section 5: Selection Process Members of the Project Judging Panel will evaluate and rank all submitted proposals received by November 6, 2014. After conclusion of this review, the Panel will recommend the artist and Project to the EDA. The decision will be based on a combination including, but not limited to: ranking, presentation of materials, and other qualifications. The EDA will review the recommendations 5 making a recommendation to the City Council. The EDA will make a recommendation to the City Council. The City Council will make the final selection of the artist and Project. Once authorized to proceed, the artist will be expected to immediately assist in developing a final scope of services and contractual agreement. The City and the EDA reserve the right to waive any irregularity in any submittal or reject any or all proposals. Neither the City nor the EDA is responsible for any cost incurred by anyone in preparation for a response to this RFP. Ranking Criteria 1. Public Art Message—a maximum of 50 points What does the City of Elk River and "Powered by Nature" mean to you? The Economic Development Authority is seeking an impactful, memorable Project that communicates this concept to current and potential residents,businesses, and visitors. a. Relevance of the piece to the City of Elk River and"Powered by Nature" 2. Memorable and Impactful—a maximum of 20 points 3. Related Understanding—a maximum of 10 points a. Can the work be built and installed as proposed? b. Suitability of the artwork for outdoor display, including its maintenance and conservation requirements c. Relationship of the artwork to the site and the host community, especially how it serves to activate or enhance economic development d. Appropriateness of the scale of the artwork e. How closely the proposed artwork meets the vision set out in the RFP and the brand committee guidelines 4. Schedule - a maximum of 10 points a. Did the applicant meet all the required timelines? b. How well the proposed schedule from project initiation to final completion (including key tasks within each phase, key milestones and approximate dates, and deliverables) works for the City and EDA. c. Evidence of the artist's ability to work collaboratively and successfully complete the Project on time and on budget. 5. Cost- a maximum of 10 points a. What are the City and the EDA's costs in the short and long term? i. Artists'materials ii. Transportation costs iii. Installation costs 6 iv. Future maintenance costs v. Any other costs or charges Section 6: Contract Terms and Conditions Upon selection of an artist(s) and its Project(s), an agreement shall be entered into between the EDA and the artist(s). It is expected that the agreement will provide for compensation for actual work completed on a not to exceed basis and include at least the following conditions: Any changes to the RFP would be communicated to the registered artists. 1. The EDA shall retain ownership of all renderings, mock ups, samples, photographs, drawing,and the Project prepared pursuant to the selected artist's proposal. • 2. If for any reason, the artist is unable to fulfill the obligations under the agreement in a timely and proper manner, the EDA reserves the right to terminate the agreement by written notice. In this event, the artist shall be entitled to just and equitable compensation for any satisfactory work completed to that point at the discretion of the EDA. 3. The artist shall not assign or transfer any interest in the agreement without prior written consent of the EDA and City. Registration Due Date/Time September 8, 2014 4:00 p.m. (CST) Proposal Due Date/Time November 6,2014 4:00 p.m. (CST) Late Submittals will not be considered. P D M E R E D B Y NATURE