4.1. EDSR 04-13-2020
The Elk River Vision
A welcoming community with revolutionary and spirited resourcefulness, exceptional
service, and community engagement that encourages and inspires prosperity
Request for Action
To
Public Art Subcommittee
Item Number
4.1
Agenda Section
General Business
Meeting Date
April 13, 2020
Prepared by
Colleen Eddy, Economic Development Specialist
Item Description
Public Art RFP
Reviewed by
Amanda Othoudt, ED Director
Reviewed by
Cal Portner, City Administrator
Action Requested
Discuss the amended Public Art RFP and provide a recommendation to the EDA.
Background/Discussion
At the March 10, 2020, Public Art Subcommittee meeting, the members discussed the next steps following
the retraction of Matthew Coppersmith’s proposal and made the following recommendations:
1. To terminate this round of applications and start a new RFP process.
2. To amend the RFP and consider the following changes:
a) Eliminate the 100-mile radius criteria
b) Eliminate the “What does Elk River mean to you” and further defining this question in the RFP.
c) Granite Shores has been identified as the primary location, further identify the parameters for
this location, and identify two additional locations for the artist to consider.
d) The Public Art Subcommittee will identify a theme for public art which will revolve around
Energy City, Powered by Nature or the history of transportation in Elk River.
e) The EDA consider submitting the RFP to all 11 art councils and expand the reach.
f) Redefine the scoring
At their March 16, 2020, meeting, the EDA approved the Public Art Subcommittee’s recommendations to
revise the RFP and bring it back to the subcommittee for approval. Once approved by the subcommittee, the
EDA will take final action on the RFP at their April 20, 2020, meeting.
Financial Impact
The EDA budgeted $5,000 in 2020 as a matching grant for a public art installation at their June 17, 2019,
meeting.
Attachments
Amended Public Art RFP
CMAB Grant Calendar
1
Request for Proposal
Public Art Installation
City of Elk River, MN
Registration Due Date/Time
October 4, 2019???June 5, 2020
4:00 p.m. (CST)
Proposal Due Date/Time
December 6, 2019???August 7, 2020July 3, 2020
4:00 p.m. (CST)
City of Elk River & Economic Development Authority
13065 Orono Parkway
Elk River, MN 55330
2
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 October 4, 2019????July 1, 2020.
Proposals from registered artists will be accepted until 4:00 p.m. on December 6, 2019????July 3,
2020.
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
3
that communicates this vision to current and potential residents, businesses, and visitors. The Public
Art Subcommittee is identifying a The artist shall incorporate the theme of their public art piece
around Energy City, Powered by Nature, or the history of transportation in Elk River.
1. Participatory Process
Artists located within 100 miles of Elk Riverfrom all over the state/country are asked to develop
a mock up, rendering, or sample of a 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.
Granite Shores Apatments, in downtown Elk River has been identified to be the location of
the public art installation. Water and electricity is/couldmay be available.
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 assumptions.
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 – Granite Shores Apartments, downtown Elk River. 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.
Formatted: Indent: Left: 0.5"
4
b.e. 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?????.July 1, 2020. Registration is mandatory and a prerequisite to
submitting a proposal.
b. Proposals, renderings, mock ups, or samples are due by 4:00 p.m.on December 6,
2019????July 3, 2020.
c. Proposals will be presented to the judging panel in January ????July 10, 2020 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????.July
20, 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????.July 20, 2020.
g. City Council chooses final project for submission to the Central MN Arts Board
grant by February 17, 2020????.July 20, 2020
h. Participants whose projects were not selected have until 4:00 p.m. on July 21,
2020February 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????.August 12, 2020.
j. The city will submit a formal grant application on April 8, 2020????.August 26, 2020.
k. The Central MN Arts Board reviews all grant applications on May 14,
2020????.October 8, 2020.
l. In June 2020????,October 19, 2020 the EDA 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, 2020????.October/November 2020.
n. Project construction must be completed by September, 2020????March 2021 with an
unveiling celebration projected for October, 2020????.April 2021
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.
5
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.
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?”how
their project fits within the theme of Energy City, Powered by Nature or the history of
transportation in Elk River 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 3, Part 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.
6
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???,July 10, 2020 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,
7
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. How the artist’s project fits within the theme of Energy City, Powered by
Nature or the history of transportation in Elk River.
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
8
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????July 1, 2020
4:00 p.m. (CST)
Proposal Due Date/Time
December 6, 2019????July 3, 2020
4:00 p.m. (CST)
Late Submittals will not be considered.
*DRAFT Review Deadlines:
Rnd 1: Wed., July 22, 2020
Rnd 2: Wed., February 17, 2021
Application DEADLINES:
Rnd 1: Wed., August 5, 2020
Rnd 2: Wed., March 10, 2021
BOARD Review:
Rnd 1: Thurs., September 17, 2020
Rnd 2: Thurs., April 8, 2021
*DRAFT Review Deadlines:
Thurs., September 10, 2020
Application DEADLINES:
Thurs., September 24, 2020
PANEL Review:
Fri., November 6, 2020
BOARD Review:
Thurs., November 12, 2020
*DRAFT Review Deadlines:
Rnd 1: Thurs., July 23, 2020
Rnd 2: Thurs., October 1, 2020
Rnd 3: Thurs., January 21, 2021
Rnd 4: Thurs., April 29, 2021
Application DEADLINES:
Rnd 1: Thurs., August 6, 2020
Rnd 2: Thurs., October 15, 2020
Rnd 3: Thurs., February 11, 2021
Rnd 4: Thurs., May 13, 2021
BOARD Review:
Rnd 1: Thurs., September 17, 2020
Rnd 2: Thurs., November 12, 2020
Rnd 3: Thurs., March 11, 2021
Rnd 4: Thurs., June 10, 2021
Application DEADLINE:
Thurs., January 7, 2021
PANEL Review:
Fri., February 26, 2021
BOARD Review:
Thurs., March 11, 2021
Application DEADLINE:
Thurs., February 25, 2021
PANEL Review:
March 26 or 27, 2021
BOARD Review:
Thurs., April 8, 2021
*DRAFT Review Deadlines:
Rnd 1: Wed., July 15, 2020
Rnd 2: Wed., September 30, 2020
Rnd 3: Wed., February 17, 2021
Application DEADLINES:
Rnd 1: Wed., July 29, 2020
Rnd 2: Wed., October 21, 2020
Rnd 3: Wed., March 17, 2021
PANEL Review:
Rnd 1: Fri., September 11, 2020
Rnd 2: Fri., December 4, 2020
Rnd 3: Fri., April 23, 2021
BOARD Review:
Rnd 1: Thurs., September 17, 2020
Rnd 2: Thurs., December 10, 2020
Rnd 3: Thurs., May 13, 2021
*DRAFT Review Deadlines:
Rnd 1: Wed., July 22, 2020
Rnd 2: Wed., October 28, 2020
Rnd 3: Wed, March 24, 2021
Application DEADLINES:
Rnd 1: Wed., August 5, 2020
Rnd 2: Wed., November 18, 2020
Rnd 3: Wed., April 7, 2021
BOARD Review:
Rnd 1: Thurs., September 17, 2020
Rnd 2: Thurs., December 10, 2020
Rnd 3: Thurs., May 13, 2021
*DRAFT Review Deadlines:
Rnd 1: Wed., August 12, 2020
Rnd 2: Wed, March 24, 2021
Application DEADLINES:
Rnd 1: Wed., August 26, 2020
Rnd 2: Wed., April 7, 2021
BOARD Review:
Thurs., October 8, 2020
Thurs., May 13, 2021
Biennial program offered again in Fiscal Year 2022
FISCAL YEAR 2021 GRANT CALENDAR
Public Art Rnd 1
Teaching Artist Grant Rnd 4
Thursday, October 8, 2020
Thursday, November 12, 2020
Thursday, December 10, 2020
Thursday, March 11, 2021
Thursday, April 8, 2021
Thursday, May 13, 2021
Thursday, June 10, 2021
Teaching Artist Grant Rnd 2; Artist Career Development
Organizational Development Rnd 2; Project Grant Rnd 2
Individual Artist Awards; Teaching Artist Grant
Artist In Residence Rnd 2; Student Scholarship
Organizational Development Rnd 3; Project Grant Rnd 3; Public Art
Teaching Artist Roster Training
Project Grant
Organizational Development Grant
ROLLING DEADLINE: Applications are reviewed and approved within 30 days of submission.
Applications are accepted July 13, 2020 through May 28, 2021 of the Fiscal Year.
Public Art Grant
Community Arts Support - Biennial Grant
Student Arts Scholarship
Biennial program offered again in Fiscal Year 2022
Artist In Residence
Artist Career Development
Artist Learning Grant
CMAB Teaching Artist Grant
Individual Artist Award
Board of Directors Meetings
Meeting Dates: held at 2:30 pm Board Action:
Thursday, September 17, 2020 Artist In Residence Rnd 1; Organizational Development Rnd 1;
Teaching Artist Grant Rnd1; Project Grant Rnd 1