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7.1. EDSR 07-15-2019Elk River Request for Action To Item Number Economic Development Authori 7.1 Agenda Section Meeting Date Prepared by General Business July 15, 2019 Amanda Othoudt, ED Director Item Description Reviewed by Public Art RFP Cal Portner, City Administrator Reviewed by Action Requested Approve, by motion, the Request for Proposal (RFP) for a Public Art Installation. Background/Discussion At their June 17, 2019, meeting, the EDA reviewed the RFP for a public art installation. Once approved, the RFP will be posted and delivered to a master list of artists in and around the Central MN Arts District. Once an artist is selected through the process, an application for the Central MN Arts Board (CMAB) grant would be submitted in early 2020. Financial Impact The EDA discussed budgeting $5,000 in 2020 as a matching grant for a public art installation at their June 17, 2019, meeting. Attachments ■ CMAB FY19 Public Art Guidelines ■ Public Art RFP (Clean and Redlined) ■ Elk River Public Arts Plan The Elk River Vision A n� elcoming community nvitb revolutionary and spirited resourcefulness, exceptional P 0 w E R E o 0 r service, and community engagement that encourages and inspires prosperity /,V MAB Central MN Arts Board FY19 PUBLIC ART GUIDELINES 220-4 th 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 • 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 -F i I e feature is available within the application to help convert documents from hard copy to digital PDF format. Fax -to -F i I e is located in the upper left portion of your screen under tools. Click on Fax -to -F i le 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 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 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 andreflects the unique needs and interests of that community. 6. Proposed public art will build a deeper understanding and appreciation of the artform. 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 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 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 todesign 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'sparticipation 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 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 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 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@centraImnartsboard.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. CMAB Fiscal Year: The CMAB Fiscal Year runs from July 15Y to June 30tH 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 Art discipline codes Institution type DISI/PDIS1 DISCIPLINE INSTI INSTNAME Description INSTI 01 Dance 01 Individual -Artist One who 01 01A Dance, ballet 02 Individual - Non -artist Include 02 018 Dance, ethnic/jazz 03 Performing Group Group of artists 03 01C Dance, modern 04 Performing Group - College/Univ Agroup of 04 02 Music 05 Performing Group - Community Agroup of 05 a2A Music, band 06 Performing Group for Youth Agroup which 06 02B Music, chamber 07 Performance Facility A building or 1 07 02C Music, choral 08 Museum - Art An organization 08 02D Music, new -experimental, elec 09 Museum - Other An organization 09 02E Music, ethnic 10 Gallery/Exhibition Space An organization 10 02F Music, jazz 11 Cinema Amotion 11 02G Music, popular 12 Independent Press A non- 12 02H Music, solo/recital 13 Literary Magazine A non- 13 021 Music, orchestral 14 Fair/Festival A seasonal 14 03 ic Opera/Musal Theater 15 Arts Center A multi- 15 o3A Opera 16 Arts Council/Agency An organization 16 036 Opera, musical theater 17 Arts Service Organization An organization 17 04 Theater _ 18 Union/Professional Assn Include artst 18 04A Theater, general 19 School District Ageographic 19 04B Theater, mime 20 School - Parent/Teacher Assn An organization 20 04C Theater, puppetry 21 School - Elementary Also called a 21 04D Theater for young audiences 22 School- Middle Also called a 22 04E Theater, storytelling 23 School - Secondary Also called a 23 05 Visual arts 24 School - Vocational/technical Trade school 24 05A Visual arts, experimental 25 School - Other Non -arts 25 OSB Visual arts, graphics 25A School - Preschool 25A OSD Visual arts, painting 25B School - Community Education 25B 051' Visual arts, sculpture 25C School - Homeschoolers 25C Ob Design arts 26 College/University Include state- 26 06A Design arts, architecture 27 Lihrary 27 06B Design arts, fashion 28 Historical Society/Commission A historical 28 06C Design arts, graphic 29 Humanities Council/Agency An organization 29 06E) Design arts, industrial 30 Foundation An endowed 30 06E Design arts, interior 31 Carl ratio ii/Bu Slness A legal entty 31 06F Design arts, landscape arch 32 Community Service Organization A non -arts 32 OGG Design arts, urban/metro 33 Correctional Institution A prison, 33 07 Crafts 34 Health Care Facility A hospital, 34 07A Crafts, clay 35 Religious Organization A church, 35 076 Crafts, Fiber 36 Sen i or Ce rite Afaci Iity or 36 07C Crafts,glass 37 Parks and Recreation usuallya 37 07D Crafts, leather 38 Government - Executive The 38 07F Crafts, metal 39 Government -Judicial Judges and 39 07F Crafts, paper 40 Government - Legislative(House) The 40 07G Crafts, plastic 41 Government - Legislative(Senate) The other 41 07H Crafts, wood 42 Media - Periodical A periodical 42 071 Crafts, mixed media 43 Media - Daily Newspaper 43 08 Photography 44 Media -Weekly Newspaper 44 09 Media Arts 45 Media - Radio 45 09A Media Arts, film 46 Media - Television 46 096 Media Arts, audio 47 Cultural Series Organization An organization 47 09C Media Arts, video 48 School of the Arts Any school which 48 091) Media Arts, tech/experimental 49 Arts Camp/Institute An organization 49 09F Media Arts, screen/scriptwnting 50 Social Service Org Governmental or 50 10 Literature 51 Child Care Provider An organization 51 X l 1. Literature, fiction 98 Data not provided 98 106 Literature, non-fiction 99 1 None of the above 99 10C Theater, playwrlting Legal Status 101) Literature, poetry STAT STATDESC Description 11 Interdisciplinary 01 Individual A person, not an organization. 12 Falk/Traditanal Arts 02 Organization -Nonprofit Not engaged in profit-making 12A Folk/Traditional dance 03 Organization -Profit Engaged in profit-making activities 12B Folk/Traditional music 04 Government-Fodnral A unit oforindividual associated with 12C Folk/Traditional crafts/vis arts 05 Government -State A unit of or individual associated with 22D Folk/Traditional storytelling 06 Government -Regional A unit ofor individual associated with 13 Humanities 07 Government -County A unit ofor individual associated with 14 Multidisciplinary 08 Government -Municipal A unit ofor individual associated with 15 Nan-arts/Non-humanities 09 Government -Tribal The governing authorities of tribes, hands, 98 Not provided 98 Data not provided 99 None of the Above Updated 7/18/18 12 Request for Proposal Public Art Installation City of Elk River, MN Registration Due Date/Time October 4, 2019 4:00 p.m. (CST) Proposal Due Date/Time December 6, 2019 4:00 p.m. (CST) City of Elk River & Economic Development Authority 13065 Orono Parkway Elk River, MN 55330 Request for Proposal Public Art Installation City of Elk River, MN Section I 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@E1kRiverMN.gov 763.635.1042 Deadlines Registrations will be accepted until 4:00 p.m. on October 4, 2019 Proposals from registered artists will be accepted until 4:00 p.m. on December 6, 2019 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. i '1%11, 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. PA 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 in the proposal. 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. IF,41tis 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 for their project, which shall cover design, installation, 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 in accordance with the Elk River Public Arts Plan. City property includes but is not limited to: a. Locations identified are should be places where public art displays would likely be most engaged and should be highly trafficked areas. b. The Elk River Public Arts Plan describes a variety of art mediums and locations such as downtown, community gateways, city hall, community parks, neighborhood parks, and trail corridors. 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. 5. RFP Timeline: a. Registration. All participants must register their interest in submitting a proposal by October 4, 2019. Registration is mandatory and a prerequisite to submitting a proposal. b. Proposals, renderings, mock ups, or samples are due by December 6, 2019. c. Proposals will be presented to the judging panel in January and may include photographs, drawings, or renderings no larger than 24" x 36", or modeled on a base no larger than 2' x 2'. d. Judging panel will make its recommendations to the EDA by February 2020. e. 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. f The EDA makes a recommendation to the City Council by February 17, 2020. g. City Council chooses final project for submission to the Central MN Arts Board grant by February 17, 2020. h. Participants whose projects were not selected have until 4:00 p.m. on February 21, 2020 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. i. The city will submit an application for review to the Central MN Arts Board by March 25, 2020. j. The city will submit a formal grant application on April 8, 2020. k. The Central MN Arts Board reviews all grant applications on May 14, 2020. 1. In June 2019, the City Council will decide whether to move forward with the proposed project considering available funding sources. m. Project construction must begin byJuly 30, 2019. kn. Project construction must be completed by September, 2020 with an unveiling celebration projected for October, 2020. 6. Project submissions are valid for 90 days from the date opened by the EDA. 7. In the event the EDA believes additional clarification ea Project submission or additional information 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 4 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. 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 EDA 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 $20,000. 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 December 6, 2019, 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 recommendation to the City Council. The City Council will make the final selection of the artist and project to be submitted for grant funding. After determination of grant funding by the Central MN Arts Board, the City will consider whether to move forward with the project considering available funding sources. The artist will be expected to mately assist in developing a final scope of services and contractual agreement prior to commencinp, the nroiect. Disclosure and Disclaimer Formatted: Justified The city and the EDA reserve the right to waive any irregularity or defect in any submittal or reject any or all proposals. Receipt of responses to this RFP does not obligate the city or EDA to hire any respondent. Neither the city nor the EDA is responsible for any cost incurred by anyone in preparation for a response to this RFP including but not limited to costs associated with preparing a proposal or participating my resentations related to this RFP. fund the publie fff, if the gr_t not . The city and the EDA reserve the right to modify and/or suspend any and all aspects of this RFP at any time by_providing notice to responding parties. The city anticipates applying for a grant from the Central MN Arts Board to finance all or a portiom Formatted: Indent: Left: o" of a proposed project. In the event that the city does not receive the grant funding, the city reserves the right to continue to move forward with the project using other funding sources or to decide that the proposed project is not feasible at any time in its sole discretion. This RFP is for informational purposes only_ AA" action taken by the city and EDA in response to - Formatted: Font: Garamond proposals made pursuant to this RFP, or in making any award or failing or refusing to make any award, shall be without liability or obligation on the part of the city or EDA or any of their officers, employees or advisors. This RFP is being provided by the city and the EDA without any warranty or representation, expressed or implied, as to its content, accuracy or completeness. Any reliance on the information contained in this RFP, or on any communications with the city's officials, employees or advisors, shall be at the responder's own risk. This RFP is made subject to correction of errors, omissions, or withdrawal without notice. This RFP does not constitute an offer by th city or the EDA. The city's and the EDA's determination as to the Qualifications and acceptability of any 12a r or parties submitting a response to the RFP shall be made at the sole discretion of the citv and the EDA. 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 Elk River Public Arts Plan . 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 Section 6: Contract Terms and Conditions Prior to commencement of the Project, 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. 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 October 4, 2019 4:00 p.m. (CST) Proposal Due Date/Time December 6, 2019 4:00 p.m. (CST) Late Submittals will not be considered. io Request for Proposal Public Art Installation City of Elk River, MN Registration Due Date/Time October 4, 2019 4:00 p.m. (CSl Proposal Due Date/Time December 6, 2019 4:00 p.m. (CSl City of Elk River & Economic Development Authority 13065 Orono Parkway Elk River, MN 55330 Request for Proposal Public Art Installation City of Elk River, MN Section I 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@E1kRiverMN.gov 763.635.1042 Deadlines Registrations will be accepted until 4:00 p.m. on October 4, 2019 Proposals from registered artists will be accepted until 4:00 p.m. on December 6, 2019 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 in the proposal. 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. It is 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 for their project, which shall cover design, installation, 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 in accordance with the Elk River Public Arts Plan. City property includes but is not limited to: a. Locations identified should be places where public art displays would likely be most engaged and should be highly trafficked areas. b. The Elk River Public Arts Plan describes a variety of art mediums and locations such as downtown, community gateways, city hall, community parks, neighborhood parks, and trail corridors. 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. C 5. RFP Timeline: a. Registration. All participants must register their interest in submitting a proposal by October 4, 2019. Registration is mandatory and a prerequisite to submitting a proposal. b. Proposals, renderings, mock ups, or samples are due by December 6, 2019. c. Proposals will be presented to the judging panel in January and may include photographs, drawings, or renderings no larger than 24" x 36", or modeled on a base no larger than 2'x 2'. d. Judging panel will make its recommendations to the EDA by February 2020. e. 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. f. The EDA makes a recommendation to the City Council by February 17, 2020. g. City Council chooses final project for submission to the Central MN Arts Board grant by February 17, 2020. h. Participants whose projects were not selected have until 4:00 p.m. on February 21, 2020 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. i. The city will submit an application for review to the Central MN Arts Board by March 25, 2020. j. The city will submit a formal grant application on April 8, 2020. k. The Central MN Arts Board reviews all grant applications on May 14, 2020. 1. In June 2019, the City Council will decide whether to move forward with the proposed project considering available funding sources. m. Project construction must begin by July 30, 2019. n. Project construction must be completed by September, 2020 with an unveiling celebration projected for October, 2020. 6. Project submissions are valid for 90 days from the date opened by the EDA. 7. In the event the EDA believes additional clarification regarding a Project submission or additional information 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 F1 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 tide, 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. 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 EDA 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 artists) will not exceed $20,000. 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 G Section 5 Selection Process Members of the Project Judging Panel will evaluate and rank all submitted proposals received by December 6, 2019, 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 recommendation to the City Council. The City Council will make the final selection of the artist and project to be submitted for grant funding. After determination of grant funding by the Central MN Arts Board, the city will consider whether to move forward with the project considering available funding sources. The artist will be expected to assist in developing a final scope of services and contractual agreement prior to commencing the project. Disclosure and Disclaimer The city and the EDA reserve the right to waive any irregularity or defect in any submittal or reject any or all proposals. Receipt of responses to this RFP does not obligate the city or EDA to hire any respondent. Neither the city nor the EDA is responsible for any cost incurred by anyone in preparation for a response to this RFP including but not limited to costs associated with preparing a proposal or participating any presentations related to this RFP. The city and the EDA reserve the right to modify and/or suspend any and all aspects of this RFP at any time by providing notice to responding parties. The city anticipates applying for a grant from the Central MN Arts Board to finance all or a portion of a proposed project. In the event that the city does not receive the grant funding, the city reserves the right to continue to move forward with the project using other funding sources or to decide that the proposed project is not feasible at any time in its sole discretion. This RFP is for informational purposes only. Any action taken by the city and EDA in response to proposals made pursuant to this RFP, or in making any award or failing or refusing to make any award, shall be without liability or obligation on the part of the city or EDA or any of their officers, employees or advisors. This RFP is being provided by the city and the EDA without any warranty or representation, expressed or implied, as to its content, accuracy or completeness. Any reliance on the information contained in this RFP, or on any communications with the city's officials, employees or advisors, shall be at the responder's own risk. This RFP is made subject to correction of errors, omissions, or withdrawal without notice. This RFP does not constitute an offer by the city or the EDA. The city's and the EDA's determination as to the qualifications and acceptability of any party or parties submitting a response to the RFP shall be made at the sole discretion of the city and the EDA. 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. 31 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 Elk River Public Arts Plan. 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 11 Section 6: Contract Terms and Conditions Prior to commencement of the Project, 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 October 4, 2019 4:00 p.m. (CST) Proposal Due Date/Time December 6, 2019 4:00 p.m. (CST) Late Submittals will not be considered. 9 I�unilr /arts Pi; Introduction Public art and architecture says a lot about the city in which it is displayed. Murals may depict an historical event while avant-garde sculptures might indicate a place's openness to new ideas. A crowded art fair says volumes about a community's support for local artists, and a precision marching band may play in support of a local school. Elk River as a community embraces art and artists. The city recognizes the value of compelling public art, the input of creative thinkers, and the contributions they make to Elk River's identity and sense of place. The Elk River Public Art Plan is for city -owned properties and infrastructure, though it may provide support beyond public areas. It addresses the current arts scene, public art policies, guidance for public art, and initiatives to further develop public art in the city. Public Art Vision Visioning Session 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. Meeting 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. 87 City of Elk River - Parks and Recreation Master Plan 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 informed the vision for the Elk River Public Art Plan. The Vision Public Art should represent Elk River. Its themes, creators, and viewers should come away with a better understanding of what the city is — `a sense of place: It should engage residents, businesses, and policymakers in the process. It should fit within the city, whether as a standalone piece or incorporated into buildings and infrastructure, as an integral part of the community. It should be displayed in a city that recognizes and compensates artists for their work. But above all, the art must stir the feelings of those who encounter it, to speak the `Language of Emotion: Public Art Best Practices When developing a public art program, there are two elements that need to 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. Public Art Successful public art generally meets the following characteristics: • Is accessible to the public (location and financially) • Has context specific to the site or community • Includes community involvement • Can express community values, enhance the environment, transform a landscape, heighten awareness, or question assumptions Appendix: Elk River Public Arts 88 Inventory of Public Art in Elk River • Downtown Murals • Rivers Edge Commons ► Etched River ► Fountain • Sculptures Downtown ► Ladle ► Elk • "Tina" at Hillside City Park • Handke School and Pit T- - I -- -- A ------- AVL - - - 'T. ------ 89 City of Elk River - Parks and Recreation Master Plan Inventory of Public Art Programs and Policies in Elk River • Art Soup • Arts Alliance Classes • Riverfront Concert Series • Arts In Harmony Art Show • Christmas Performances • German Festival • High School Evening of the Arts Types of Public Art PERMANENT Vn w V) w E- Z J = _ Jp[ w = W ¢ W EPHEMERAL W LU > Q H H 2 93:J Z) UjD H z Q CZ 5;w w J Q Z Q :E Cr In Q In J w LCL Q d ? O w Z — a O Locations for Public Art PUBLIC J i J N Q Q Q N 3: oc Q N J J w Q O U > O �- Z O N Z PRIVATE w Z) Z J LU Iw- a Ln l¢7 = N v~i LU U w N U_ Uj O 0 J mQ w > a vA O Z O w Z 0 < H Choosing Public Art Selecting art by committee has advantages and drawbacks. Art can be an iterative practice that benefits from the critiquing process in which outside opinions help the artist refine and improve her or his work. Without some oversight there is also the potential for art that is unsuitable for a community. Using a public art selection committee can protect the city as well as the integrity of the public art program provided the committee consists of well-informed members with a wide range of expertise and experience in public art. The committee should be made up of representatives from the public art groups, organizations working in the community, artists living and working in Elk River, Parks and Recreation Commission members, and other stakeholders. Public Art Programs As communities grow their public art programs, it is better to move slowly and learn from experience than to take on too much to start. The intent of this plan is to provide the city with options for supporting public art and methods for developing public art at an appropriate speed. Appendix: Elk River Public Arts 90 Various communities have employed different programs to develop public art, including: • A rotating gallery program in which cities first provide a venue for artists to display their work, and then annually add one or two of the most popular pieces to the city's permanent collection • Arts dedication (similar to park dedication) from any new private development, redevelopment, or public capital or infrastructure investment • Arts requirement in which any new private development, redevelopment, or public capital or infrastructure investment must incorporate some level of public art • Public art competitions • Support or subsidies for locations for artists to do their work • Support for events (concerts, plays, art fairs) • Artist in Residence programs • Facilitating partnerships between artists and corporate patrons • Pursuing grants • Facilitating simple permitting for temporary or "pop-up" art opportunities Locations The locations identified are places where public art displays would likely be most engaged. In these settings, the art should respond to the context in which it is displayed. Public art, unlike a gallery piece sitting against a blank wall, must fit its setting. This is not to say that public art is not welcome in other locations in the city, nor that every artist's interpretation of what fits a location would be the same, but an artist must be able to answer the question, "how does your art respond to the context and setting in which it will be displayed?" Downtown The historic downtown already shows and hosts numerous pieces of public art, from sculptures and murals, to performances and fountains. It is a pedestrian -focused area with public and private facilities. It is also the heart of the community, and an area commonly identified with Elk River. Public art projects in the downtown area could further enrich the experiences of visitors and locals alike. Opportunities for public art could include functional pedestrian amenities such as benches, lights, planters, and gates or railings. Additional public art could fit into buildings or in storefront windows or facades. Potential points of focus or themes for public art could include the river or the area's history, or art could be created in response to the built form of the district. Art in this location will likely be oriented to the human scale. Community Gateways Community gateways create a visitor's first impression of Elk River as they enter the city. These gateways thus serve as the city's welcome, whether it is for a first time visitor or for residents returning home from their daily commutes. Public art at community gateways must consider the way in which people will interact with it. Someone entering Elk River from the north along Highway169 will likely be traveling at highway speed. Thus, the gateway must be legible from a greater distance and at high speeds. Viewers will not be able to consider the 91 City of Elk River - Parks and Recreation Master Plan art for a long time, nor will they notice intricate details. Unlike a downtown piece that can be looked at and explored by a pedestrian, public art at gateways will likely have to make an immediate and strong impression. Art and materials may need to scale up or down to meet the individual location's needs. Coordination with the city's wayfinding plan will also be important for art in these locations. City Hall As the official seat of the city's government, an element of professionalism must be considered with regards to public art that is located at City Hall. The amount of space available also narrows the types of artistic interpretation appropriate for this location. Art in City Hall will likely be visual in nature and should be refined to reflect upon the city as an institution. It should be of a size that it can be located in City Hall without impeding movement or day to day operations. The level of detail should allow the viewer to stop and consider both the message and the craftsmanship of the piece. Community Parks Community parks serve as the gathering place for the city. They are often a destination and attract people from all over Elk River and surrounding communities, thus public art in community parks reflects upon the entire community. Community parks have often been developed due to the unique features, uses, history, and landscape of the place. These stories and characteristics can offer artists inspiration when creating art for these locations. Public art in community parks should build on the character of the individual park in which it is located. As community hubs these parks require art that will engage an audience from across the city. Art should interpret, be inspired by, or otherwise relate to the context and unique characteristics of the park. Neighborhood Parks Neighborhood parks are the public spaces that define the "finer grain" neighborhoods of Elk River. People claim their neighborhood parks in ways they do not or could not with community or regional parks. These parks are where people develop their personal stories and experiences. Public art in neighborhood parks should be an opportunity for the neighborhood to put their unique stamp on the facility. Opportunities could include school projects, mobile art making events, murals, or impromptu performances. Trail Corridors The Great Northern Trail is the outdoor recreation spine of the community. Visitors and residents alike come to ride or hike the trail. Other trail corridors connect neighborhoods, natural areas, and parks. Many users are walking or bicycling, which means they may not stop for long and pass by areas relatively quickly. Numerous opportunities exist for art to be incorporated into the wayfinding, infrastructure, and facilities along the trail. Because trails often connect natural areas and community destinations, they could be enhanced by interpretation or telling the stories of these important community locations. Trails and art can create a unique linear set of experiences that captivate viewers by giving them themes and stories to consider with each new encounter. Appendix: Elk River Public Arts 92 Examples and Precedents The images on these two pages display a range of public art. Similar projects may be fitting in Elk River. This set of images should not limit what is considered for public art, but may give an idea of the character and range of scales and mediums that could be used. Examples include sculptures, arts festivals, infrastructure art, temporary installations, musical performances, shelters, artistic park features, and storytelling plays Bearly About - Lake Oswego, OR Nest - Ironwood, MI Stone Slabs and Mounds - Franconia, MN ArtShanty Project - White Bear Lake, MN Daybreak Sculpture/Skate Park - Utah Pathways to Peace - Minneapolis, MN Gateway to the West - Minneapolis, MN Dry Stone Construction Demonstration - Minnesota Landscape Arboretum 93 City of Elk River - Parks and Recreation Master Plan Growth - Brooklyn Park, MN Millstream Arts Festival - St. Joseph, MN Stickworks - Collegeville, MN Edgerton Bridge - Vadnais Heights, MN Bench - Spokane, VA Chihuly Glass & Bench - Seattle, WA Disc Spiral - Minnesota Landscape Arboretum Okee Dokee Canoe Trip Concert - Mississippi River Wetland Overlook - Wilsonville, OR Granite Falls: Saturday Nights! Community Performance - Granite Falls, MN Appendix: Elk River Public Arts 94 Goals and Strategies for Public Art in Elk River The goals outlined below represent the input from local artists and arts groups in Elk River. They are intentionally open ended so as to be flexible as the city further develops its public art program. Strategies are steps the city or others may undertake to achieve the goals outlined. Goal: Public art should represent the community and help create a "sense of place" Strategies: • Utilize local artists whenever appropriate. • Incorporate local materials when appropriate. • Look to characteristics of Elk River for inspiration. • Incorporate art into the infrastructure of Elk River. • Set aside a percentage of any infrastructure project for the incorporation of public art. • Explore alternative infrastructure (rain gardens, unique bridges, streetscapes, etc.) that can incorporate creative elements. • Facilitate and streamline the process for temporary art installations such as "pop-up" shops, performances, and events. Goal: Public art should be leveraged for positive economic benefit and development Strategies: • Promote Elk River arts outside of the city. • Facilitate events to attract people to downtown. • Coordinate with local businesses. • Facilitate events and programs for the sale of art. • Develop and promote partnerships with corporate patrons and artists. .:� 95 City of Elk River - Parks and Recreation Master Plan Goal: Engage the community in the process of public art Strategies: • Include citizen representatives as part of an arts selection committee. • Allow for programs such as a "People's Choice" for voting on and selecting pieces for the city's permanent collection. • Engage decision makers in business and government. • Create an event such as a business/benefactors luncheon or awards program to introduce artists and projects to civic leaders. • Incorporate artists in other government run public engagement processes. • Encourage community groups to raise money to purchase and install public art. Goal: Support public artists Strategies: • Maintain and develop arts based programming in recreation, community education, and within the school district to further the development of new and emerging artists. • Compensate artists for their public art contributions. • Explore the development of affordable artist space for studios and sale of art. • Pursue grants to fund public art projects. Party June 15 1 A&7 Appendix: Elk River Public Arts 96