Loading...
The URL can be used to link to this page
Your browser does not support the video tag.
8.1. EDSR 04-15-2019
Request for Action To Item Number Economic Development Authority 8.1 Agenda Section Meeting Date Prepared by Work Session April 15, 2019 Amanda Othoudt, EDD Item Description Reviewed by Public Art Cal Portner, City Administrator Reviewed by Action Requested Discuss and provide staff direction on the draft Public Art RFP. Background/Discussion At their February 19, 2019, meeting, the EDA discussed and provided staff direction to support a public art initiative. The last public art initiative was established in 2014, which supported the Powered by Nature brand. The Central MN Arts Board (CMAB) offers grant opportunities for the completion of well-planned, permanent or temporary works of public art that are accessible to the general public without cost. All requests must have a minimum of 25% matching funds. There is no maximum request amount but funds are limited. Applications are due in April and August of each year provided there are funds available. Staff has developed some questions to engage the community through a public survey to better understand their interest and identify possible locations. We have also connected with the members of the 2014 judging panel, compiled a list of local artists and put together a draft RFP for the commission to discuss. Financial Impact In 2014, $17,000 was allocated for public art. The actual cost was $15,400. At that time, no grants were available for the project. The EDA could consider budgeting for public art in 2020. Attachments CMAB FY19 Public Art Guidelines Potential Survey Questions Public Art RFP The Elk River Vision A welcoming community with revolutionary and spirited resourcefulness, exceptional service, and community engagement that encourages and inspires prosperity FY19 PUBLIC ART GUIDELINES th 220 - 4 Avenue North, P O Box 458 Foley, MN 56329 320-968-4290 1-866-345-7140 fax: 320-968-4291 www.centralmnartsboard.org We understand that the online application system may present a barrier to some applicants and will make reasonable efforts to accommodate particular needs on a case-by-case basis. This information can be made available in the following alternative formats: Braille, large print, and audio recording. We can also help find a language interpreter to translate these guidelines. To accommodate your requests, the Central MN Arts Board will need at least 10 working days. We recommend using Chrome or Firefox as your web browser to complete the online application. MN Relay Service 1-800-627-3529 PROGRAM OVERVIEW The Public Art program provides funds for the completion of well planned, permanent or temporary works of public art that are accessible to the general public without cost. Temporary public art projects must have a significant public impact and permanent, publicly accessible documentation. All requests must have a minimum of 25% matching funds. There is no maximum request amount but funds are limited. Contact the CMAB for the current program budget. Public Art funds are provided through Minnesota’s Arts and Cultural Heritage Fund. Program Goal: Support the creation and installation of publicly accessible works of art. Objectives/Outcomes: Permanent works of art are installed throughout the region Artists are employed to create public art, and are recognized for their contributions. Public art works give communities a sense of identity Public art transforms and revitalizes the spaces where it is installed WHO CAN APPLY Applicants must serve Region 7W residents and be located within the Minnesota counties of Benton, Sherburne, Stearns, or Wright. Nonprofit 501(c)(3) arts organizations Arts organizations or arts groups without nonprofit designation using a fiscal agent Nonprofit organizations that do not have arts as a primary focus, such as schools, senior centers, community education, cultural groups and colleges Schools Local government units (city, township and county) APPLICANTS NOT ELIGIBLE For-profit businesses CMAB grant recipients with any overdue final reports Applicants that have received a CMAB Public Art grant within the same fiscal year Individuals PROPOSALS and EXPENSES ELIGIBLE Public art openly accessible without security or cost restrictions Murals, sculpture, installations, etc. that are permanent or temporary Performances (i.e. flash mobs), readings, interactive exhibits Video projections, soundscapes Materials and supplies for the creation of the work Wages/stipends for artists/performers to create the work Contract labor for installation such as concrete pouring, tile installation Documentation of installations, performances, and other temporary works PROPOSALS AND EXPENSES NOT ELIGIBLE Private Commissions Updated 7/18/18 2 Events or performances that are a part of an applicant’s regular programming Those that do not have the arts as the primary focus Activities that are essentially for the religious socialization of the participants or audience Activities that attempt to influence any state or federal legislation or appropriation Payment for new building projects Any event or installation for which patrons will be charged admission Fees to secure a site (permits, purchasing land) Staff pay for regular hours/administrative duties that fall outside the scope of the public art project Regular administrative costs for recipients of Minnesota State Arts Board Operating or CMAB Community Arts Support Food and serving items Any expenses not directly related to the proposal. Research and development for public art projects (Project Grant or Artist Career Development programs can support research and development) HOW TO APPLY Click the Manage GRANTS button in the upper right corner of the CMAB homepage. First-time applicants need to create an account using an email address and a password. Submit the application online and include: A. Public Art designs/Mock-ups B. Lead Artist(s) Work Samples and Resume C. Documentation of Site Approval (permits, letters, zoning decisions) D. Proposal budget E. 501(c)(3) letter. Government units and public schools do not have to submit this letter. If using a fiscal agent you must submit their 501(c)(3) letter F. Fiscal agent agreement (if applicable) Applicants are encouraged to call the CMAB office at 320.968.4290 to discuss eligibility or to have a draft of the application reviewed at least two weeks prior to the deadline date. Applications must be submitted by 11:59 pm on the deadline date. Applications received after the deadlines are ineligible. There are no exceptions to this policy. USING Fax-to-File: A Fax-to-File feature is available within the application to help convert documents from hard copy to digital PDF format. Fax-to-File is located in the upper left portion of your screen under tools. Click on Fax-to-File and you will be presented with a toll-free number. Once you have a fax number, you will have 20-minutes to fax documents for conversion. Click the “Finished Faxing” button to see a list of files. Converted documents will be available to download to your computer. Contact the CMAB office if you need further assistance in converting files. Updated 7/18/18 3 APPLICATION CONTENT RAC Data Information The following questions are required for data collection purposes by the Minnesota State Arts Board and the MN Legislature. The information is not considered in application review and is not visible to reviewers. Definitions of the RAC Data codes can be found on page 12. How did you learn about this program? Proposal Name Proposal Summary – Restate the proposal name and provide a one or two sentence description. Proposal Discipline - Select one category that best describes the grant activity Start Date – Activities described in the grant proposal must begin AFTER the CMAB Board review date. End Date – Activities must be completed within 12 months of the CMAB Board review date. Measurable Outcomes Summary – Briefly describe outcomes for the proposal Evaluation Plan/Methods Summary– Briefly describe evaluation plans to measure outcomes Publicity – Does the applicant use an alternate name other than the legal name for publicity purposes? Alternate Name – If yes, enter alternate name to be used for publicity purposes. (or indicate N/A). Applicant Type – Choose the description that best fits the applicant. Discipline - Select the code that best describes the applicant’s primary area of interest in the arts Status – Legal status code describing the organization Institution – Select one code that best describes the organization Applicant’s Population by Ethnicity - Select one code that best represents 50% or more of the staff, board or membership. N = American Indian/Native American; A = Asian; P = Native Hawaiian/Pacific Islander; B = Black/African American; H = Hispanic/Latino; M = Middle Eastern/North African; W = White; 99 = when no single group; O = Other; 98 = Data not provided Applicant’s Population by Distinct Groups- Select the one code that best represents 50% or more of the staff, board or membership: I = Individuals with Disabilities; S = Adults older than Sixty; V = Military Veterans; 99 = None of the above; 98 = Data not provided Street Address – Enter the street address (No P.O. Box), City and Zip Code where the applicant is located. County – Select the county where the organization is located. MN House District - where the organization is located. To use the district poll finder, Click Here Congressional District - where the organization is located. To use the district poll finder, Click Here Artists Participating – Estimated number of participants directly involved in/ providing artistic services. Youth Audience – Estimated number of children and youth (0-18) who will directly engage with the arts, related specifically to the grant, whether through attendance at arts events or participation in arts learning or other types of activities. Do not include broadcast audience. Adult Audience – Estimated number of adults (19+) who will directly engage with the arts, related specifically to the grant, whether through attendance at arts events or participation in arts learning. Excludes employees, paid performers, artists participating and broadcast audience. Do not include repeat attendees. Proposal’s Population by Age - Select all categories that, by your best estimate, make up 25% or more of the population that will directly benefit from the award. 1 = Children/Youth (0-18 years); 2 = Young Adults (19-24 years); 3 = Adults (25- 64 years); 4 = Older Adults (65 + years); 9 = No single groups will make up more than 25% population. Proposal’s Population by Distinct Groups- Select all categories that, by your best estimate, make up 25% or more of the population that will directly benefit from the award. D = Individuals with Disabilities; I = Individuals in institutions (including hospitals, hospices, nursing homes, assisted care, correctional facilities and homeless shelters); P = Individuals living below the Poverty Line; E = Individuals with Limited English Proficiency; M = Military Veterans/ Active Duty Personnel; Y = Youth at Risk; G = No single distinct group; 5 = Pre-K, Children 5 and under Proposal’s Population by Ethnicity - Select all categories that, by your best estimate, make up 25% or more of the population that will directly benefit from the award. N = American Indian/Native American; A = Asian; P = Native Hawaiian/Pacific Islander; B = Black/African American; H = Hispanic/Latino; M = Middle Eastern/North African; W = White; G = no single ethnic/racial group Additional Information (optional) - Data collection questions do not always provide options to accurately describe the Updated 7/18/18 4 racial or ethnic identity of applicants and the groups they serve. If there is additional information you would like to provide about the race or ethnicity of the groups served by the project, include that information here. ADVICE FOR APPLICANTS The Public Art Program is scored using four criteria: Artistic Merit & Quality, Demonstrated Need, Outcomes & Evaluation, and Applicant Ability. Each criterion has a series of statements that reviewers are asked to consider when reviewing and scoring an application. When completing a grant application, refer to the criteria statements listed beneath each heading. Strong proposals will address all applicable criteria in the narrative responses. PROPOSAL NARRATIVE ARTISTIC MERIT/QUALITY - 9 of 30 points Evaluators use the following criteria when reviewing this section of the application: 1. Proposed public art is designed by high quality artists and involves the creation/installation of artwork that demonstrates creativity, mastery of craft, and a distinct artistic voice. 2. Public art will contribute artistic value that would not otherwise be available to the communities served, and may also contribute cultural and/or educational value. 3. The public art project advances the applicant’s mission or goals related to public art, and builds upon past programming. 4. If applicable: ability to create community understanding and awareness of art through community engagement, and/or outreach to underserved communities. 5. Proposed public art is shaped or influenced by the identified community and reflects the unique needs and interests of that community. 6. Proposed public art will build a deeper understanding and appreciation of the art form. 1) Mission Statement – Applicants that do not have a mission statement should provide a statement that outlines the goals and values of their group. 2) Describe the public art project – Refer to the criteria statements above 3) Include a rendering or an example of the proposed public art. Examples include designs or schematics for proposed work. Include examples that will help to communicate what the finished art will look like. Two & Three Dimensional Renderings: 1800 pixels wide in ONE .PDF document and include the title, description and dimension with each sample. Theater/Dance: Submit samples in .WMV, .SWF, or .MP4 file format and include the Title and Length of excerpt. Music: Submit samples in .MP3, .WAV, .WMA, or .AIF formats and include the Song Title, Type of Music and Length of Song for each sample. Literary: Submit samples in ONE .PDF document and include the Title and Length of excerpt. o Public Art Example upload- Combine multiple pages into ONE PDF document and submit no more than 5 images, 10 pages of literary work or 7 minutes of audio/video. Literary submissions may include up to 7 minutes of audio or video of a reading from submitted pages. o Or Video/Website URL- include this only if you are directing reviewers to specific content on a website. 4) Example Description – Describe how the example provided relates to your proposal. If necessary, direct reviewers to specific images, pages or a specific 7 minutes of audio/video 5) Temporary works - If the lifespan of the public artwork is 1 year or less, describe how the art will be documented and shared. Updated 7/18/18 5 6) Impact of temporary work - Describe how temporary works of public art will continue to have an impact in the community after the work is no longer present. DEMONSTRATED NEED – 9 of 30 points Evaluators use the following criteria when reviewing this section of the application: 1. The public art project is well designed to address the identified community/audience's specific interests and circumstances, as understood by both the applicant and the community. 2. Evidence demonstrates that community members, organizations, and partners want to engage in the project activities, and are willing to invest through commitment of time, money, and/or in-kind goods and services. 3. Accessibility needs of participants and/or audiences are understood and well addressed. 4. Evidence demonstrates that the project provides an arts opportunity that would not otherwise be available for the identified community/audience. 7) Describe the group(s) that will benefit from the public art project and how it will serve their needs. Consider demographic factors such as ethnicity, socioeconomic status, age and gender. a. Presenters/creators (artists, actors, performers, etc.) b. Audience (patrons, students, etc.) - population/community that will live/work near and experience the art as well as any other groups that will be served by this public art project. 8) Describe how the need for the public art project was determined - Examples include surveys, community meetings, audience feedback, local and regional studies, etc. 9) List ways in which the community has demonstrated support for the public art project – Examples include financial contributions, volunteer time, donation of services/supplies/space, survey responses, etc. OUTCOMES AND EVALUATION- 6 of 30 points Evaluators use the following criteria when reviewing this section of the application: 1. Proposal outcomes describe measurable and achievable change in knowledge, attitude, skill, behavior, or condition among the people the project is designed to benefit. 2. The evaluation plan includes appropriate methods to measure and document project completion, effectiveness, and progress toward stated outcome(s). 3. The evaluation plan identifies how evaluation results will be used to improve current or future programming (e.g., adjustments to the project, informing future programming, sharing with stakeholders or peers, applicant learning and development, etc.). 10) Measurable Outcomes - Once the public art project is complete, what are the expected specific measurable outcomes? Explain what success will look like, what will change, what learning may take place, etc. 11) Evaluation Methods - Describe the evaluation methods that will be used to measure the proposed outcomes. 12) Reflection and Action - Describe how your organization will utilize the information obtained from evaluation. Updated 7/18/18 6 ORGANIZATIONAL ABILITY- 6 of 30 points Evaluators use the following criteria when reviewing this section of the application: 1. The project team is well assembled, inclusive, qualified, and demonstrates the capacity to design and execute a high quality public art project of the proposed scale and scope. 2. Project team and/or partners have appropriate and clearly articulated responsibilities. If volunteers will play a significant role in activities, that has been described. 3. An effective promotion and marketing plan is in place which supports the project's participation goals and fosters broad public awareness and/or engagement. 4. The public art project has a complete and realistic timeline. 5. Regarding the budget, a) revenue streams are realistic and attainable, therefore the cash match is likely to be met, b) expenses are reasonable and appropriate for the proposed activities, c) the budget honors the work of artists. 6. Thorough research for the proposed public art site is complete and approval has been obtained for the installation/performance of work. 13) Project Director Person designated by the applicant organization to oversee the implementation of the proposed public art project. Director Name Director Address; City, State, Zip Code Director Phone Director Email Director Bio 14) Lead Artist Primary person involved in the design, planning and creation of the proposed public art. Artist Name Artist Address Artist Phone Artist Email Artist Resume/Bio Upload as a .PDF \[upload box\] Artist Work Samples - Combine multiple samples into ONE .PDF document. \[upload box\] 15) List other key personnel and/or artists involved in the public art project and their roles. Include a short bio explaining their artistic skills and experience. (i.e. contractors, assistants, etc) 16) Timeline- Describe the timeline for all project activities. Include planning, performances, activities, assessment, unveiling, etc. All activities MUST be completed within one year of the project start date. 17) Describe any research completed regarding the safety and structural requirements of the Public Art. Examples include environmental impacts, engineering requirements, safety concerns, lighting, etc. 18) Location of Public Art – Provide the street address and include the name of the property owner. 19) Provide documentation of site approval. A contract or agreement with the owner (governmental unit/private property owner) granting permission and indicating the duration of the project. • Site Approval \[upload box\] 20) What is the estimated lifespan of the work? - List the duration of temporary public art or estimate the duration of time before “permanent” works will require major maintenance or repairs. 21) Publicity and/or Marketing Efforts - Explain how this public art project will be promoted/documented. (i.e. ads, flyers, news releases, videos, YouTube, etc.) Updated 7/18/18 7 22) Supporting Materials (optional) – \[Upload\] limited to only those that are essential to the public art project. Combine multiple samples into ONE .PDF document. PROPOSAL BUDGET 23) Download the Excel Budget Template, complete, save and upload in .PDF format. This budget template includes a second worksheet that will be required to complete the final report if awarded. Save for future use. BUDGET FORM INSTRUCTIONS: Expenses Section: List all costs associated with this public art project. Provide detailed descriptions and calculations of expenses. Expenses listed CANNOT be paid prior to the grant approval date. Column A – Budget Items o Contract Personnel/Artist’s Fees – Name each person and their role Travel expenses – related to bringing in an artist from outside the state of Minnesota can be no more than 10% of the total grant amount requested. Additional travel expenses may be included and paid with funds from other sources. Administrative costs – Applicants who are recipients of Minnesota State Arts Board or CMAB operating funds (Community Arts Support) cannot include or prorate regular administrative or overhead costs in any grant proposal budget. Regular administrative costs are those incurred regardless of whether an organization holds the proposed project. School personnel cannot be paid for work that falls within the scope of their contracted duties. o Expendable Supplies & Materials – art supplies, sheet music, set building materials o Publicity and Documentation – Itemize printing costs, ads, promotional items, etc. o Other – Evaluation, rental of space or equipment, purchase of copyright permissions Column B – Descriptions/Calculations o Contract Personnel/Artist’s Fees – Show methods of calculation (i.e. hours, rates, etc.) or indicate contract rate or stipend o Expendable Supplies & Materials – show calculations o Equipment – indicate if purchased or rented o Publicity – show calculations (i.e. 3 ads x $50) Column C – Eligible Expenses – Public Art project specific expenses that can be paid with CMAB grant funds. o CMAB grant amount request cannot exceed 75% of eligible public art project expenses The following expenses CANNOT be included in Column C: o Food and serving items o Equipment – equipment and materials that are not a permanent part of the Public Art o Travel/lodging expenses not related to bringing in an artist o Maintenance costs that extend beyond the public art project end date o Any expenses that do not represent real costs - use of spaces that an applicant can use for free, tickets to an applicant’s project, scholarships for participation, etc. Column D – Other Expenses – expenses specific to the proposal that are not eligible to be paid using CMAB funds Column E – Total Expenses – Total of Eligible and Additional expenses. Total expenses must equal total revenue in the budget form. Revenue Section: In-kind contributions of skilled labor (electrical, engineering, etc), equipment rental and material donations ARE accepted as revenue. The value of in-kind contributions must be verifiable through a gift receipt, quote or invoice. Artist, administrative and volunteer hours are NOT eligible in-kind revenue. Section A: Cash on hand budgeted for this proposal Section B: In-kind revenue for this proposal –List the estimated value of donated materials, equipment rental and skilled labor and Include quotes when possible. Section C: Grants and Donations -list the name of grantor(s) and associated grant amount. (Do NOT include Updated 7/18/18 8 the CMAB request). Section D: Earned Income – list sources of other income such as: o sponsorships o advertising o fundraising Projected Revenue – include all revenue from other sources (do not include the CMAB grant request) Amount Requested from the CMAB – Cannot Exceed 75% of eligible expenses Total Support for the Proposal –Must equal Total Expenses (Column E) 24) Grant Amount Requested from CMAB - Cannot exceed 75% of Column C of the budget page (Eligible Expenses). Amount must match the grant request amount in the budget spreadsheet. Round up to the nearest dollar. 25) In-Kind Contributions- Enter the total amount for In-Kind Contributions that were included as REVENUE in the Budget form. Enter "0" if not applicable. 26) Total Public Art Project Expense - Total of Eligible and Additional expenses. Total expenses must equal total revenue in the budget form. This section for 501(c)(3) ORGANIZATIONS ONLY 26) Person In Charge of Organizational Issues - i.e. Executive Director, Business Manager, Board President Name Title Phone Number Email Address 27) Board of Directors- list current board members and their roles. Enter information in one block of text, formatted as follows: Example: Jason Harding: Chair; Melissa Frank: board member; William Jones, Jr: treasurer 28) Board Officer Contacts – List names, title and email address or phone number for all board officers. 29) Americans With Disabilities Act (ADA) Access Plan All organizations receiving public funding are required by the federal Section 504 Regulations and the ADA to facilitate access for people with disabilities. Requests may involve an individual's access to a facility or to the content of the project. An access plan should describe accomplishments related to ADA, and outline any future goals for making facilities, programs, or services accessible to persons with disabilities. Organizations are encouraged to consider access issues and develop a plan to accommodate requests for specialized access to events. The CMAB does not enforce ADA compliance. This section for applicants using a FISCAL AGENT ONLY 30) FISCAL SPONSORSHIP- Applicants without nonprofit designation must upload a fiscal agent agreement that includes the components listed in this Sample Fiscal Agent Agreement Organization Name, Street Address, City, State, Zip Contact Person Name, Phone, Email FISCAL AGENT AGREEMENT Updated 7/18/18 9 CERTIFICATION 31) FEDERAL 501(c)(3) NON-PROFIT STATUS LETTER – Does not apply to public schools or units of government. All nonprofit organizations must attach their 501(c)(3) letter. If you are using a fiscal agent, you must submit their 501(c)3 letter. 32) ELECTRONIC SIGNATURE You must certify that your board of directors/advisory committee supports this application, that it is accurate and that the proposal will be carried out as described if funded. CMAB SERVICES AND GRANTING PROCESS APPLICATION DRAFT REVIEW Applicants may request a draft review of an application. CMAB staff will review the application and identify any concerns, upon request submitted via email (media@centralmnartsboard.org) or fax (320-968-4291), at least three weeks before the application deadline. A review of the application does not guarantee that the request will be funded. REVIEW PROCESS Applications will be made available to the CMAB Board of Directors or a review panel at least two weeks prior to the review date. Applications are assigned final scores at an in-person review meeting. Each application will receive a score on a scale from 0 to 30. An application must attain an average of 15 or higher to be considered for funding. All review meetings are open to the public; see CMAB website for board and panel review dates. CMAB Directors give final approval on all grant awards. All applicants will be notified of the Board’s decision. GRANT CONTRACT Awardees must submit a contractual agreement within 30 days of notification. Failure to provide required documents can result in the cancellation of a grant commitment. If funds are refused within 45 days of receipt of grant notification, they will be offered to the next applicant in rank order. Returned or refused funds will be applied to future grant rounds after 45 days. ARTIST AGREEMENT A signed payment agreement with the artist(s) participating in the public art project must be uploaded with the contract. ACKNOWLEDGEMENT OF CMAB FUNDING Because it is important for the public to understand how state tax dollars are returning to their communities, and to fulfill Minnesota state law requirements, grantees are contractually required to acknowledge CMAB funding. The appropriate statement is provided to awarded applicants in their grant contract. This acknowledgement statement must appear on all advertising material, programs, press releases and announcements referencing the funded event. Grantee must provide copies of all internally generated advertising materials and programs with their final report. FINAL REPORTS A final report must be submitted within sixty (60) days of the project’s completion. Applicants with overdue final reports are ineligible to apply for CMAB grants until the final report is received and approved. Updated 7/18/18 10 GRANT APPEAL PROCESS Any applicant who can show cause that established grant review procedures were not followed, or that the policies of the program were not equitable to all applicants, may file an appeal in writing within fifteen (15) business days of being notified of the CMAB’s decision. A CMAB designated committee will review the appeal and determine if further investigation is warranted. If there is cause for an appeal, the matter will go before the full board for a final decision. There is no right of appeal to dispute decisions in respect to artistic quality or merit, ability or need. Contact the CMAB office to view a copy of the complete appeal policy. DEFINITIONS Applicant: Individual/group/organization/local government organizing and implementing the proposal. If two groups are involved, select one to be the lead and therefore the applicant. stth CMAB Fiscal Year: The CMAB Fiscal Year runs from July 1 to June 30. Community: The group(s) of individuals served. Evaluation: A systematic determination of merit, worth and significance, using established criteria. The primary purpose of evaluation, in addition to gaining insight into prior or existing initiatives, is to enable reflection and assist in the identification of future change. Fiscal Agent: Organization which is legally responsible for the proper use of the grant funds when an applicant is not a school or unit of government and does not have tax-exempt status under Section 501©(3) of the Internal Revenue Code. Outcome: The final result when goals have been achieved and the proposed activities are complete. RAC Data Information: Regional Arts Councils (RAC) data collected is maintained by the Minnesota State Arts Board and is distributed to others in accordance with the Minnesota Data Practices Act. Complete information is necessary to ensure the reliability of our data. For more information on Central MN Arts Board programs, services visit our website at http://www.centralmnartsboard.org or call 320.968.4290 or 1.866.345.7140. Updated 7/18/18 11 RAC Data Code Definitions Updated 7/18/18 12 Request for Proposal Public Art Installation City of Elk River, MN Registration Due Date/Time Date 4:00 p.m. (CST) Proposal Due Date/Time Date 4:00 p.m. (CST) City of Elk River & Economic Development Authority 13065 Orono Parkway Elk River, MN 55330 1 Request for Proposal Public Art Installation City of Elk River, MN Section 1 General Information This document solicits Requests for Proposal (RFP) for a public art installation for the City of Elk River, Minnesota. RFP Administration Address all correspondence, requests for additional information, registration, and proposal submissions to: Amanda Othoudt Economic Development Director City of Elk River 13065 Orono Parkway Elk River, MN 55330 aothoudt@ElkRiverMN.gov 763.635.1042 Deadlines Registrations will be accepted until 4:00 p.m. on XXX Proposals from registered artists will be accepted until 4:00 p.m. on XXX 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 On May 5, 2014, members of the Elk River arts community, city staff, and the Parks and Recreation Master Plan Planning Team met to review opportunities and potential locations and partnerships for public art in the city. Participants also identified goals, strategies, and themes for the public art plan. Members of the Elk River Arts Alliance, the Regional Arts Council, the Minnesota State Arts Board, the Central Minnesota Arts Board, Independent School District 728, the Elk River Economic Development Authority, and various theaters and other performance groups were all in attendance. Attendees viewed a presentation and participated in discussions of public art opportunities and best practices as they applied to Elk River. They then defined the potential scope, goals, opportunities and approach to public art in the community. The input gathered at this meeting formed the vision for the Elk River Public Art Plan. Section 3 Overall Scope of Services What does the City of Elk River mean to you? The EDA is seeking an impactful, memorable project that communicates this vision to current and potential residents, businesses, and visitors. 2 1. Participatory Process Artists located within 100 miles of Elk River are asked to develop a mock up, rendering, or sample of a sculpture or other public art installation (project) as an entry as an RFP. Entries may include photographs, drawings or renderings no larger than 24” x 36” or modeled on a base no larger than 2’ x 2’. Entries must include two and three dimensional renderings: 1,800 pixels wide in one PDF and include title, description and dimension. 2. Background The Elk River Public Arts Plan states two elements must be discussed and defined. One is the role of public art. The other is the role and management of the program to support public art. The plan concluded that successful public art meets the following characteristics. a. Is it accessible to the public (location and financially) b. Has context specific to the site or community c. Includes community involvement d. Can express community values, enhance the environment, transform a landscape, heighten awareness, or question assumptions 3. Locations and Maintenance Artists will be required to analyze and suggest the best possible location(s) for the project with the goal to enhance tourism and economic vitality, and consider future maintenance needs and costs. 4. Vision & Overview Project submissions must promote the role of public art in the following ways: Accessible to the public (location and financially), have context specific to the site or the community, include community involvement, express community values, enhance the environment and landscape, and heighten awareness or question assumption. a. Innovation – Create a project that defines the city, its businesses, residents, and tourists. 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 and a resident at-large. d. Purchase of Project – The selected artist will be compensated up to $XXX for their 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 ii. City property: 50 Main Street, City Hall (13065 Orono Parkway), Library (13020 Orono Parkway), Chamber of Commerce (509 US Highway 10). Do you want any additions here? 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: 3 i. Registration. All participants must register their interest in submitting a proposal by XXXXX. Registration is mandatory and a prerequisite to submitting a proposal. ii. Proposals, renderings, mock ups, or samples are due by XXXX iii. Proposals will be presented to the judging panel in XXXXX and may include photographs, drawings, or renderings no larger than 24” x 36”, or modeled on a base no larger than 2’ x 2’. iv. Judging panel will make its recommendations to the EDA by XXXX v. 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. vi. The EDA makes a recommendation to the City Council by XXXX vii. City Council considers and approves project by XXXX viii. Participants whose projects were not selected have until 4:00 p.m. on XXXX 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. ix. Project construction must be completed by XXXXX with an unveiling celebration projected for XXXX 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 following information. Proposal Format The submittal should follow the Table of Contents listed below: A. General Information B. Artistic Merit/Quality C. Project Understanding D. Project Approach E. Location, Installation and Future Maintenance F. Additional Information G. Total Project Cost A. General Information Provide a project mock up, rendering, or sample that defines the City of Elk River 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’. Entries must include two & three dimensional renderings: 1800 pixels wide in one PDF and include title, description and dimension. Each artist must include a current resume. B. Artistic Merit/Quality a. Provide an explanation of how this project will enhance artistic, cultural, and educational values of the viewers of this piece of art. 4 b. Provide an explanation of how this project will advance the artist’s goals relating to public art and build upon past public art involvement. c. Provide an explanation of how the artist’s entry will allow all community members a greater understanding and awareness of art. d. Provide an explanation of how the public survey influenced your choice of project submittal. e. How will your project create a broader understanding and appreciation of your chosen medium? C. Project Understanding Submit a one-page letter of interest describing what the City of Elk River means to you? The EEDA is seeking an impactful, memorable project that communicates this concept. D. 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. E. 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. F. Additional Information Include any other information that is believed to be pertinent, but not specifically requested elsewhere in this RFP. G. Total Project Cost The compensation to the selected artist(s) will not exceed $XXXX. The artist 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 XXXX 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 making a 5 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 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. 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? (1) Artists’ materials (2) Transportation costs (3) Installation costs (4) Future maintenance costs (5) Any other costs or charges 6 Section 6: Contract Terms and Conditions Upon selection of an artist(s) and their 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. a. The EDA shall retain ownership of all renderings, mock ups, samples, photographs, drawing, and the Project prepared pursuant to the selected artist’s proposal. b. 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. c. 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 Date 4:00 p.m. (CST) Proposal Due Date/Time Date 4:00 p.m. (CST) Late Submittals will not be considered. 7 Potential Questions for Public Survey re Public Art Project What public space in the City of Elk River would you like to see benefit from this project? Parks/trails, Sidewalks, Downtown, Gateway, Riverfront, Public Building, Other Is there a theme that this public art project should fall within? Nature, Historical, Environment, Education, Other What would be your preferred style of art? Sculpture, Monument, Statue, Street Furniture (benches, bike racks, etc.), Mural, Other What would be your favored art medium used for this project? Metal, Wood, Clay, Rock, Other