7.1. EDSR 04-20-2020Request for Action
To Item Number
Economic Development Authority 7.1
Agenda Section Meeting Date Prepared by
General Business April 20, 2020 Colleen Eddy, Economic Development Specialist
Item Description Reviewed by
Public Art RFP Amanda Othoudt, ED Director
Reviewed by
Cal Portner, City Administrator
Action Requested
Approve by motion, the amended Public Art RFP.
Background/Discussion
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. The Public Art Subcommittee met on
April 13, 2020, and are proposing the following amendments to the RFP and its revised timeframe:
1. Change the Registration Date to June 17
2. Change the Proposal Due Date to June 19
3. Section 2 – Background
a. Include 2.1 City Background
b. Include 2.2 History of Elk River
4. Section 3 – Overall Scope of Services
a. Granite Shores as the designated location
b. Consider other location options
c. Include structure at Granite Shores i.e. engineering plan
d. Include a Google Map of the spot/area
5. Section 3.5 RFP Timeline
a. Registration date – June 17, 2020
b. Proposals Due – June 19, 2020
c. Proposals presented to judging panel – June 23, 2020
d. EDA review – July 20, 2020
e. City Council review – July 20, 2020
f. Participants pick up by 4:00 p.m. July 24, 2020
g. City submit a grant application for review to CMAB – August 12, 2020
h. City submit a formal grant application to CMAB – August 26, 2020
i. CMAB reviews grant applications – October 8, 2020
j. EDA recommendation to Council – October 19, 2020
k. Final Council Action – October 19, 2020
l. Project construction begins November 2020
The Elk River Vision
A welcoming community with revolutionary and spirited resourcefulness, exceptional
service, and community engagement that encourages and inspires prosperity
m. Unveiling – Spring 2021
6. Section 5 – Selection
a. Ranking Criteria – (proposed changes)
i. Public art message – 20 points
ii. Aesthetics – 30 points
iii. Schedule – 10 points
1. Delete A – Did the applicant meet all the required timelines
iv. Cost – Artist breakdown of costs
Financial Impact
The EDA budgeted $5,000 in 2020 as a matching grant for a public art installation on June 17, 2019.
Attachments
Amended Public Art RFP
CMAB Grant Calendar
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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) June 17, 2020
4:00 p.m. (CST)
Proposal Due Date/Time
December 6, 2019???August 7, 2020June 19uly 3, 2020
4:00 p.m. (CST)
City of Elk River & Economic Development Authority
13065 Orono Parkway
Elk River, MN 55330
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Request for Proposal
Public Art Installation
City of Elk River, MN
Section 11.0 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.June 17, 2020
Proposals from registered artists will be accepted until 4:00 p.m. on December 6, 2019????July 3,
2020. June 19, 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 2.0 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 2.1 City History Formatted: Font: Gill Sans MT, 14 pt, Bold
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Innovation has been at the heart of Elk River’s successes from its very beginning. Its roads and
waterways are examples.
In the early 1840’s, Elk River was a welcome rest stop for travelers along the Red River Ox Cart
Trail, a part of which is now US Highway 10. River boats brought people and goods to the town on
the Mississippi River while travelers and settlers both navigated the Elk River. Today both these
waterways remain places of relaxation and scenic adventures.
By the 1850’s and 60’s railroad trains brought commerce and industry as well. The town inevitably
grew and continued to welcome visitors to its rivers and parks into the next century. Charles Merritt
Babcock, an Elk River resident, saw the need for road improvement throughout the state and joined
the Minnesota Highway Commission, serving as its department head from 1917-1932. He proved
instrumental inpaved the way towards securing legislative support and funding, and in constructing
roads and highways in Minnesota. His legacy is the statewide development of the Minnesota
highway system and authored the Babcock amendment (1920) to the state constitution, which
funded building and maintenance of roads throughout the state, a plan still in use today. An irony is
that when Highway 10 was built through Elk River, the Babcock home was destroyed to make room
for the roadway.
Today, the newest innovation in transportation is the addition of the state-of-the-art Northstar
Commuter Rail and Elk River station stop. The Northstar Commuter Rail gives area residents
convenient and easy transportation to downtown Minneapolis. Elk River also features over 1441
parks, 35 miles of paved hiking and biking trails, 40+ acres of maintained prairie, six rain gardens,
four tennis courts, three sand volleyball courts, a youth athletic complex, an ice arena and so much
more.
Innovation has also been an earmark in Elk River’s energy resources, having earned the title, Energy
City since 1997. The Elk River Reactor, which opened in 1960, was America’s first rural atomic
power plant and was a pilot installation to provide small, inexpensive nuclear power to widespread
areas. By 1989, The Great River Energy plant had been restructured to produce energy from
municipal waste products. “Elk River is a hub of energy technology, energy manufacturing, energy
demonstrations, recycling, use of green products, and the adoption of sustainable living practices,”
says the Energy Commission. The City of Elk River is home to a 5kW solar installation, used to
teach the value of using solar energy. The city also encourages the use of electric vehicles and has
installed charging stations in town.
The City of Elk River is looking for proposals that reflect some aspect of this rich history.
Section 3.0 Overall Scope of Services
What does the City of Elk River mean to you? The EDA is seeking an impactful, memorable
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project 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.
1.
2. 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.
2.3. 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
3.4. Locations and Maintenance
Artists will be required to analyze and suggest the best possible location(s) fo r the project with
the goal to enhance tourism and economic vitality, and consider future maintenance needs and
costs.
Granite Shores Apartments, in downtown Elk River has been identified to be the priority
location of the public art installation. Water and electricity is/couldmay be available.
Alternative locations will be considered.
4.5. 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
basecommunity 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 residents 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.
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e. Location of Project – Granite Shores Apartments, downtown Elk River is the priority
location of the public art project. Alternative locations will be considered. Artist must
provide weight, height and dimensions of their project in their proposal.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:
e.
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.
5.6. RFP Timeline:
a. Registration. All participants must register their interest in submitting a proposal by
October 4, 2019?????.July 1, 2020June 17, 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.June 19, 2020.
c. Proposals will be presented to the judging panel in January ????July 10, 2020June 23,
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 241,
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.
l.m. Final Council action October 19, 2020.
m.n. Project construction must begin by July 30, 2020????.October/November
2020.Fall, 2020.
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n.o. Project construction must be completed by September, 2020????March 2021Spring
2020 with an unveiling celebration projected for October, 2020????.April 2021Spring,
2020.
6.7. Project submissions are valid for 90 days from the date opened by the EDA.
7.8. 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 4.0 Proposal
The project mock up, rendering, or sample submittal shall contain only the following information.
Proposal Format
The submittal should follow the Table of Contents listed below:
A. General Information
B. Artistic Merit/Quality
C. Project Understanding
D. Project Approach
E. Location, Installation and Future Maintenance
F. Additional Information
G. Total Project Cost
A. General Information
Provide a project mock up, rendering, or sample that defines the City of Elk River which may
include photographs or drawings so long as they are no larger than 24” x 36” or modeled on a
base no larger than 2’ x 2’. Entries must include two and& 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
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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
Identify the location of the proposed public art project. 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 5.0 Selection
Process
Members of the Project Judging Panel will evaluate and rank all submitted proposals received by
December 6, 2019???,July 10, 2020June 19, 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 an yone 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
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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. 1. Public Art Message – a maximum of 250 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.
Aesthetics – a maximum of 30 points. How the artist’s project fits within the following
parameters.
2. 2.
a. The work has visual appeal
b. The work is a unified, balanced, and harmonious whole
c. The design, medium(s), and composition enrich the central idea of the work.
d. The work evokes aspects of the themes (Transportation, Powered by Nature, and/or
Energy City)
e. The work enhances the chosen site.
Motion
Texture
Color
Shape
3. Memorable and Impactful – a maximum of 20 points
4. 3. Related Understanding – a maximum of 10 points
a.f. Can the work be built and installed as proposed?
b.g. Suitability of the artwork for outdoor display, including its maintenance and
conservation requirements.
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c.h. Relationship of the artwork to the site and the host community, especially how it serves
to activate or enhance economic development.
d.i. Appropriateness of the scale of the artwork.
e.j. How closely the proposed artwork meets the vision set out in the RFP and the Elk River
Public Arts Plan .
5. 4. Schedule - a maximum of 10 points
a. Did the applicant meet all the required timelines?
b.a. 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.b. Evidence of the artist’s ability to work collaboratively and successfully complete the
Project on time and on budget.
6. 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
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Section 6.0: 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 upsmockups, 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, 2020June 17, 2020
4:00 p.m. (CST)
Proposal Due Date/Time
December 6, 2019????July 3, 2020June 19, 2020
4:00 p.m. (CST)
Late Submittals will not be considered.
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Request for Proposal
Public Art Installation
City of Elk River, MN
Registration Due Date/Time
June 17, 2020
4:00 p.m. (CST)
Proposal Due Date/Time
June 19, 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 1.0 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 June 17, 2020
Proposals from registered artists will be accepted until 4:00 p.m. on June 19, 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 2.0 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 2.1 City History
Innovation has been at the heart of Elk River’s successes from its very beginning. Its roads and
waterways are examples.
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In the early 1840’s, Elk River was a welcome rest stop for travelers along the Red River Ox Cart
Trail, a part of which is now US Highway 10. River boats brought people and goods to the town on
the Mississippi River while travelers and settlers both navigated the Elk River. Today both these
waterways remain places of relaxation and scenic adventures.
By the 1850’s and 60’s railroad trains brought commerce and industry as well. The town inevitably
grew and continued to welcome visitors to its rivers and parks into the next century. Charles Merritt
Babcock, an Elk River resident, saw the need for road improvement throughout the state and joined
the Minnesota Highway Commission, serving as its department head from 1917-1932. He paved the
way towards securing legislative support and funding, and in constructing roads and highways in
Minnesota. His legacy is the statewide development of the Minnesota highway system and authored
the Babcock amendment (1920) to the state constitution, which funded building and maintenance of
roads throughout the state, a plan still in use today. An irony is that when Highway 10 was built
through Elk River, the Babcock home was destroyed to make room for the roadway.
Today, the newest innovation in transportation is the addition of the state-of-the-art Northstar
Commuter Rail and Elk River station stop. The Northstar Commuter Rail gives area residents
convenient and easy transportation to downtown Minneapolis. Elk River also features over 41 parks,
35 miles of paved hiking and biking trails, 40+ acres of maintained prairie, six rain gardens, four
tennis courts, three sand volleyball courts, a youth athletic complex, an ice arena and so much more.
Innovation has also been an earmark in Elk River’s energy resources, having earned the title, Energy
City since 1997. The Elk River Reactor, which opened in 1960, was America’s first rural atomic
power plant and was a pilot installation to provide small, inexpensive nuclear power to widespread
areas. By 1989, The Great River Energy plant had been restructured to produce energy from
municipal waste products. “Elk River is a hub of energy technology, energy manufacturing, energy
demonstrations, recycling, use of green products, and the adoption of sustainable living practices,”
says the Energy Commission. The City of Elk River is home to a 5kW solar installation, used to
teach the value of using solar energy. The city also encourages the use of electric vehicles and has
installed charging stations in town.
The City of Elk River is looking for proposals that reflect some aspect of this rich history.
Section 3.0 Overall Scope of Services
1. 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. Participatory Process.
2. Artists from all over the state/country are asked to develop a mockup, 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.
3. 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
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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
4. Locations and Maintenance
Granite Shores Apartments, in downtown Elk River has been identified to be the priority
location of the public art installation. Water and electricity is available. Alternative locations
will be considered.
5. 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 community 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 residents at-large.
d. Purchase of Project – The selected artist will be compensated for their p roject, 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 is the priority
location of the public art project . Alternative locations will be considered. Art ist must
provide weight, height and dimensions of their project in their proposal.
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.
6. RFP Timeline:
a. Registration. All participants must register their interest in submitting a proposal by
June 17, 2020. Registration is mandatory and a prerequisite to submitting a proposal.
b. Proposals, renderings, mockups, or samples are due by 4:00 p.m. on June 19, 2020.
c. Proposals will be presented to the judging panel in June 23, 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 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 July 20, 2020.
g. City Council chooses final project for submission to the Central MN Arts Board
grant by July 20, 2020
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h. Participants whose projects were not selected have until 4:00 p.m. on July 24, 2020
to retrieve their proposals, renderings, mockups, samples photographs, drawings,
models, renderings, or other related proposal materials from City Hall. The city will
dispose of any u nclaimed proposal materials.
i. The city will submit an application for review to the Central MN Arts Board by
August 12, 2020.
j. The city will submit a formal grant application on August 26, 2020.
k. The Central MN Arts Board reviews all grant applications on October 8, 2020.
l. In October 19, 2020, the EDA will decide whether to move forward with the
proposed project considering available funding sources.
m. Final Council action October 19, 2020.
n. Project construction must begin by Fall, 2020.
o. Project construction must be completed by Spring 2020 with an unveiling
celebration projected for Spring, 2020.
7. Project submissions are valid for 90 days from the date opened by the EDA.
8. 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 4.0 Proposal
The project mockup, rendering, or sample submittal shall contain only the following information.
Proposal Format
The submittal should follow the Table of Contents listed below:
A. General Information
B. Artistic Merit/Quality
C. Project Understanding
D. Project Approach
E. Location, Installation and Future Maintenance
F. Additional Information
G. Total Project Cost
A. General Information
Provide a project mock up, rendering, or sample that defines the City of Elk River which may
include photographs or drawings so long as they are no larger than 24” x 36” or modeled on a
base no larger than 2’ x 2’. Entries must include two and three dimen sional ren derings: 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.
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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 how their project fits within the theme of Energy
City, Powered by Nature or the history of transportation in Elk River 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
Identify the location of the proposed public art project. 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 5.0 Selection
Process
Members of the Project Judging Panel will evaluate, and rank all submitted proposals received by
June 19, 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
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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 particip ating 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 20 points
How the artist’s project fits within the theme of Energy City, Powered by Nature, or the
history of transportation in Elk River.
2. Aesthetics – a maximum of 30 points. How the artist’s project fits within the
following parameters.
a. The work has visual appeal
b. The work is a unified, balanced, and harmonious whole
c. The design, medium(s), and composition enrich the central idea of the work.
d. The work evokes aspects of the themes (Transportation, Powered by Nature, and/or
Energy City)
e. The work enhances the chosen site.
3. Memorable and Impactful – a maximum of 20 points
4. Related Understanding – a maximum of 10 points
f. Can the work be built and installed as proposed?
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g. Suitability of the artwork for outdoor display, including its maintenance and
conservation requirements.
h. Relationship of the artwork to the site and the host community, especially how it serves
to activate or enhance economic development.
i. Appropriateness of the scale of the artwork.
j. How closely the proposed artwork meets the vision set out in the RFP and the Elk River
Public Arts Plan.
5. Schedule - a maximum of 10 points
a. 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.
b. Evidence of the artist’s ability to work collaboratively and successfully complete the
Project on time and on budget.
6. 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 6.0 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, mockups, 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
June 17, 2020
4:00 p.m. (CST)
Proposal Due Date/Time
June 19, 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