SUBMISSION DEADLINE Friday, May 11 th by 4pm

City of Thunder Bay Public Art Program Call to Artists WWI Commemorative Walk Project Request for Proposals RFP# 18/2018 SUBMISSION DEADLINE Friday, May 11 th by 4pm

Contents 1.0 Introduction 2.0 Background 3.0 Invitation 3.1 Artist Eligibility 3.2 Locations 4.0 Project Specifications 4.1 Copyright 5.0 Budget 6.0 Timeline 7.0 Submission Requirements, Process and Criteria 7.1 Submission Requirements 7.2 Pre-Screening 7.3 Final Selection & Criteria 8.0 Further Information References Form Submission Form Information for all proponents & Rights reserved by the City Deadline and Mailing Information Enclosure Checklist Appendices A. Location plan/map/photos B. WW1 Commemorative Walk Project graphic 02

Attachments Standard Terms and Conditions for Tenders, Proposals and Contracts 1.0 Introduction The City of Thunder Bay is presently undertaking a project that will create visually distinctive streetscapes in three locations, St. Patrick s Square, the Waverley Park lookout and the Waverley Park Pavilion. The objective of this project is to develop these three spaces as visually identifiable nodes to link the three spaces, and to commemorate the WWI Anniversary for the citizens of Thunder Bay. This distinctive visual language will be in part determined by integrated public art in the landscape and structural elements of these three spaces. In addition to acknowledging the Anniversary of WWI, the project will integrate the themes of Red River Road and the Dawson Trail as detailed in the City of Thunder Bay Image Route Guidelines. The project will enter a detailed design phase spring of 2018 with the construction phase to be completed by November 2018. 2.0 Background 1. The poppy was adopted as a national symbol of remembrance at the Prince Arthur Hotel, on July 6, 1921 at the Great War Veterans general meeting in Port Arthur (Thunder Bay). 2. The City of Thunder Bay WWI Anniversary Committee has developed a graphic logo of a stylized army helmet surrounded by poppies with the phrase City of the Poppy Appendix B. a. The City has installed banners with the City of the Poppy logo on them near Waverly and Hillcrest Park. b. This phrase & logo ( City of the Poppy ) may be explored by the artist. Artists exploring incorporating the poppy into their work are encouraged to familiarize themselves with Dominion Command s Poppy Manual, and pay particular attention to those chapters that outline respectful use of the poppy guidelines (chapters 7 & 8) when developing their concept. The document is available at the following link: http://www.on.legion.ca/docs/default-source/pdf/poppyremembrance-materials/poppymanual_eng_aug2017.pdf?sfvrsn=59c5993f_10. Further details on the history of the poppy as a symbol of remembrance can also be found in the Poppy Manual. 3. The City of Thunder Bay Image Route Guidelines and Detail Street Scape Guidelines identified the theme of Red River Road as A Gateway to Canada in that Red River Road has its origins as the Dawson Trail, a route that linked the Great Lakes to Western Canada. The Guidelines also identified the character of the road as a string of pearls a series of linked public spaces. Each of the spaces is to contain landscaping and public art elements that acknowledge the history of the Dawson Trail. City of Thunder Bay 03

Image Route Guidelines are available here: http://www.thunderbay.ca/assets/city+government/news+$!26+strategic+initiatives/cl ean+green+$!26+beautiful/docs/image+route+guidelines+1-4.pdf 3.0 Invitation to Artists Canadian artists are invited to submit proposals to be selected as an artist consultant to the Project Consulting Team (Project Team). This consulting role is anticipated to generate imagery that will be integrated into the landscape and structure re-design/augmentation in the three locations currently identified as nodes for the WWI Commemorative Walk Project. The full project will be realized and implemented by the Project Team to be selected through a separate RFP process. The selected Artist(s) will work with the Project Team managing the overall project, to develop and integrate their proposed concept into the re-design/ augmentation of the three spaces. The proposed concept (or images) should respond to the themes outlined above, namely; the commemoration of WWI for the citizens of Thunder Bay; the poppy as a symbol of remembrance, and its particular significance to Thunder Bay; and the Red River Road as A Gateway to Canada. 3.1 Artist Eligibility This competition is open to professional and new/emerging Canadian artists and artist-teams. Artists may provide submissions individually and as members of an Artist team. Previous experience working with a Project Team is considered an asset. 3.2 Locations a. St. Patrick Square (page 44/ section 4.8 of the City of Thunder Bay Image Route Guidelines and Detail Street Scape Guidelines): ie the South-side of Red River Road between Red River Rd & St. Patrick Square b. Waverley Park Lookout at Red River Road & Waverley Street (page 45/ section 4.9 of the City of Thunder Bay Image Route Guidelines and Detail Street Scape Guidelines): ie the West end of Waverley Park at the Lookout, the north side of Waverley Street between the Lookout and the Waverley Park Pavilion and the newly constructed Waverley Park Pavilion. c. Refer to Location Maps - Appendix A. 4.0 Project Specifications Please note that the selected artist(s) will act as a consultant on the project to help integrate their proposed concept/images, etc. into the overall design of the space, alongside the design Project Team. The Artist(s) is not responsible for any aspects of fabrication beyond digitizing any final imagery to the specifications of the Project Consultant Team and the Construction Project Team who will undertake the overall construction of the spaces. The Project Consultant Team will be chosen by The City of Thunder Bay through a separate RFP process, in which the selected Artist(s) s preliminary concept proposal will be included as an appendix. This project 04

will not result in stand-alone, three-dimensional public artworks. The selected Artist will consult and will work with the Project Team to integrate public art into the overall re-design/ augmentation of the spaces. The public art component of the final design will be subject to final approval by a jury of the City of Thunder Bay Public Art Committee, and various stakeholders for the project. This may include representation from Dominion Command (The Royal Canadian Legion). Artists are asked to develop a preliminary concept with appropriate visual support material to demonstrate the concept to the jury. The final imagery and implementation of the integration may shift during the course of the consultation and development of the overall project. The preliminary concept should speak to the themes outlined including the WWI Commemorative elements, City of the Poppy, as well as the themes outlined in the Image Route Guidelines for the three locations being re-imagined/ augmented. The Artist(s) s tasks may include but are not limited to: 1. Create an original artwork/graphic image/series of related images that references the themes previously outlined. 2. In addition to the submission of the initial design concept with supporting visual material demonstrating the concept, the Artist(s) will be required to work with the chosen Project Team to integrate the selected concept/imagery into the overall landscape design. The selected Artist(s) should expect to attend at minimum, 3 mandatory meetings with the full Project Team, in addition to meetings with portions of the Project Team. 3. The Artist(s) can expect to provide a minimum of 10 days worth of consulting to the project with the aim of integrating the Artist(s) s proposed concept into the overall project. Keep in mind that, as the project progresses, additional consultation time may be required of the Artist(s) by the Project Team. If it is determined by the project manager that additional consultation is required, additional disbursements will be made for the Artist(s) s time, subject to change order approval by the Manager of Community & Cultural Development, and the Supervisor of Parks & Open Space Planning. 4. Modify the graphic image(s) to be of a scale, detail and file type such that it can be easily transferred to a wide variety of surface mediums in the exterior environment at a variety of sizes. If the selected Artist(s) is not capable of doing this, they must employ an appropriate contractor to complete this task, and include this expense in their proposed budget. Note: the digitization of the design does not have to be done at the proposal stage. This step will occur much later in the project once a final design has been approved. 5. It is anticipated that the Artist s concept/imagery could be incorporated on such items as, but not limited to: a. concrete walkways or decorative paving (keeping in mind the guidelines given in the Poppy Manual for respectful use of Poppy Symbol) b. retaining walls of poured in place concrete, precast segmental, or natural stone c. identification markers 05

d. banner arms on light or utility poles e. street furniture such as benches f. landscape structures g. the perforated metal panels of the newly constructed Waverley Park Pavilion 6. The nature of this integration will be subject to final approval by the jury of the Public Art Committee. 4.1 Copyright The City of Thunder Bay will purchase the rights to reproduce the selected Artist(s) artwork for the WWI Commemorative Walk Project. In addition to all submission requirements outlined in this Request for Proposal selected Artists are required to consent to the following copyright terms: Ownership of the selected original concept/artwork or Artworks, including the digital image, will vest in the City of Thunder Bay upon final written acceptance of the Artwork by the City. The Artist warrants that he/she is the owner of the copyright in and to the Artwork or Artworks, and has not transferred the copyright to a third Party. Copyright in the Artwork, including the digital image, will remain with the Artist, save and except for the City s right to reproduce the Artwork for the purposes of integrating it (them) into the landscape design, as outlined in this Request or Proposal and also in any manner or medium, in whole or in part, for cataloguing, government publications, insurance, documentation, public relations or publicity purposes. If the Artwork is reproduced by the City for any of the listed purposes, the City will use reasonable efforts to indicate the name of the Artist in the publication for which the publication was created. The Artist may reproduce the Artwork with the City s prior written approval for publicity purposes only, and if he/she chooses to do so, ownership credit must be given to the City as THE CORPORATION OF THE CITY OF THUNDER BAY. Despite this, the Artist may include photos of the Artwork in presentations and portfolios evidencing his work without the prior written approval of the City. The Artist will not reproduce the Artwork for any other client or purchaser. 5.0 Budget The proposed budget for this project is $6000 all inclusive. Artists must provide a budget no higher than $6000 which includes all expenses related to this project including HST. Artists from outside the region should include all expenses related to travel/accommodation required to complete the project in this proposed budget. 06

Budget Item Cost Creation of original Artwork, or purchase of existing original artwork to be integrated into the identified sites. $ Travel to Three site visits in Thunder Bay plus accommodation if required (to meet with Project Consultant Team). Note: As applicable based on the Artist s location. $ Copyright fee, as outlined on page 6 of this document. $ Minimum 10 days consultation. $ Digitization and scaling of image(s). Artists who are planning to submit digital images and are capable of digitizing the final approved design will enter a cost for their labour/expertise. Artists who are not able to digitize the final approved design will enter the cost to subcontract the digitization work. $ All applicable taxes $ TOTAL $ The above form shall be completed and added to the artist submission package. Contingency, insurance, fabrication, installation, equipment and other related costs for production, installation & integration of the selected artwork will be included in the overall project budget and are not the Artist s responsibility. 07

6.0 Estimated Timeline Call for Artists posted Friday, April 20, 2018 DEADLINE for Submissions Fri May 11 th, 2018 (No later than 4pm) Selection of Artist and notification to Artists Fri May 18, 2018 RFP for Project Consultant Team is published, that includes an appendix outlining selected Artist(s) s initial proposal. Sat May 26, 2018 Artist(s) consulting role begins Mid-June2018 Project Completed (approx.) November 2018 7.0 Submission Requirements, Selection Process and Criteria 7.1 Submission Requirements 1. A complete application package a. Refer to the enclosure checklist on page 16 for an itemized breakdown. b. Submit everything on time, before the deadline. c. Artists in a team must submit and sign their proposal as one package. 2. Letter of intent a. No more than two (2) pages in length. b. Six (6) copies must be provided. c. Clear description of the Artist s concept/ imagery and how it relates to the project s criteria and theme. 3. Artwork - Image(s): Either hard copy reproductions (prints) or digital files. a. Up to 5 images that demonstrate/support the Artist(s) s initial concept proposal. b. Up to 5 images of past work on similar projects, or projects that relate to the current call. These will help the jury assess the artist s background, experience, style and suitability for this unique role c. Include a numbered image list that clearly states what each image is, how it relates to the proposal, and the artist s role in the project depicted. d. CD-ROMs should contain high resolution JPEG files. e. Do not submit original artwork or 3-dimensional artwork. They WILL NOT be accepted. 08

4. Budget not exceeding $6000 a. Complete and include the Budget Form on page 7. 5. Artist resume(s) / Curriculum Vitae (for each Artist and each member of Artist Teams) 6. References a. Up-to-date and a maximum of 3 pages per Artist. b. Should outline credentials, education, applicable mentorships and experience c. Should outline relevant artistic achievements, such as shows, exhibitions, and public art commissions, if any. (Previous experience producing public art is not a requirement). a. Complete contact information (name, address, telephone number, e-mail) b. At least 2 relevant references, such as artists/arts professionals, design professionals or former clients. c. Complete the form on page 12 of this document, including signature. 7. Signature and Complete Contact Information a. Artist s name, address, telephone number and email, fax & cell phone numbers b. Complete the above for each team member, if applicable c. Signatures: Each team member must sign to indicate that they have read and accept the competition procedures as outlined on page 13of this document 8. Any other support material you may wish to include (3 additional images total). For example: a. Exhibition catalogues b. Articles c. Letters of recommendation All proposals submitted to the Corporation of the City of Thunder Bay become the property of the Corporation, and as such, are subject to the provisions of the Municipal Freedom of Information and Protection of Privacy Act. The City of Thunder Bay will not use/disclose the information provided, without proper authorization, and will keep the information in a physically secure location to which access is given only to staff requiring access. 7.2 Pre-Screening All proposals will be pre-screened to ensure completeness and eligibility as per the submission requirements, project specifications, timeline and budget. The City of Thunder Bay reserves the right to accept or reject any and/or all submissions. 09

7.3: Final Selection Proposals that are deemed complete and eligible will be reviewed by a jury of qualified people, including members of the City of Thunder Bay Public Art Committee, the commissioning body, City administration, and where applicable, members of the local arts community. The jury will invite non-voting technical advisors to assist with the selection process at its discretion. The review will be based on the criteria set out in the following table. Criteria 1 Artistic Merit Quality of work, originality, excellence and appropriateness of artistic expression to the proposed project. Sensitivity to the site and context/themes of the project; and as public art. 2 Artist/Team Qualifications and professional experience of the Artist(s). Location of the Artist(s) ~ local/regional/provincial/national. Maximum 25 14 3 Compliance to Requirements 15 Demonstrated and assessed ability to successfully execute the project within the provided project specifications, budget and timeline. All other proposal requirements set forth in the proposal package, i.e. submission requirements. 4 Feasibility 6 Initial and ongoing feasibility of proposal related to safety and technical requirements related to the transfer of the artwork onto various landscape/structural elements. Total 60 If applicable, in addition to the proposals submitted, being reviewed and evaluated in accordance with the criteria listed, artists may be requested to provide additional information or address specific requirements not adequately covered in the original expression of interest submission. Only selected finalists will be contacted. The decision of the Jury shall be final and without recourse. The City of Thunder Bay reserves the right to negotiate with the selected artist(s). 010

8.0 For further Information Please send questions via email only, and send to both of the persons listed below. The required information will be obtained and a written response will be sent. Where appropriate, an addendum will be issued. The Artist is responsible for checking the City s website for addenda or updates prior to submitting a proposal. CITY WEBSITE FOR OTHER BID OPPORTUNITIES: www.thunderbay.ca/supply Melodie Shabaquay Buyer, Supply Management Division Email: mshabaquay@thunderbay.ca THE CITY WEBSITE ADDRESS FOR PUBLIC ART OPPORTUNITIES IS: www.thunderbay.ca/calltoartists Patricia Mader Art & Cultural Development Coordinator Email: pmader@thunderbay.ca 011

REFERENCES FORM List at least two (2) references that are knowledgeable about the work of the artist/team such as artists/arts professionals, design professionals or former clients. First Reference Name Title/Organization Phone Number Email Address Other Information Ex. Describe the reference s connection to the artist. If related to an art commission, briefly describe the project. Second Reference Name Title/Organization Phone Number Email Address Other Information Ex. Describe the reference s connection to the artist. If related to an art commission, briefly describe the project. Submission of a proposal authorizes The City of Thunder Bay to contact all references provided. Failure to provide References may result in this proposal not being considered. Confirm/Acknowledge (Signature in Ink) 012

PUBLIC ART OPPORTUNITY SUBMISSION FORM Public Art Opportunity Submission Form I (we) hereby submit a proposal for the World War One Commemorative Walk Public Art Project I (we) have read and understand the copyright requirements as outlined in this document under Copyright, and understand that these requirements only apply to the selected artists(s). My (our) signature(s) below signify that I (we) have read and agree with the procedures outlined in the request for proposals document. Artist or Artist Team Leader Name Mailing Address Phone Email Other Team Members Name Mailing Address Phone Email Name Mailing Address Phone Email Signature (ink) Fax Cell Signature (ink) Fax Cell Signature (ink) Fax Cell Additional Team members may be entered on the back of this page. As part of your submission document, the information included on this page and submitted to the Corporation of the City of Thunder Bay becomes the property of the Corporation, and as such, is subject to the provisions of the Municipal Freedom of Information and Protection of privacy Act. 013

INFORMATION FOR ALL PROPONENTS - The City has the right to negotiate with the proponent that presents the most attractive proposal. - Thunder Bay City Council shall have the final authority on all matters regarding this Request for Proposals Late proposals WILL NOT be accepted. All equipment/materials specified in this proposal is/are subject to budget approval by Thunder Bay City Council and Budget Funding. Quantities may be adjusted and/or items cancelled based on availability of funding. All Proposals, including 3 dimensional support materials, submitted to the Corporation of the City of Thunder Bay become the property of the Corporation, and as such, are subject to the provisions of the Municipal Freedom of Information and Protection of Privacy Act. Copyright of submitted support materials will remain with the Artist, save and except for the City of Thunder Bay s right to reproduce the artwork in any manner or medium, in whole or in part, for cataloguing, government publications, insurance, documentation, public relations or publicity purposes. If the artwork is reproduced by the City of Thunder Bay for any of the listed purposes, the City will use reasonable efforts to indicate the name of the Artist thereon. This will confirm that the Corporation of the City of Thunder Bay will not use/disclose the information provided, without proper authorization, and will keep the information in a physically secure location to which access is given only to staff requiring access. Submission of a proposal indicates acceptance by the proponent of all the conditions contained in this Request for Proposal, unless clearly and specifically noted in the proposal and in any contract between the City and the firm(s) selected. RIGHTS RESERVED BY THE CITY The Corporation of the City of Thunder Bay reserves the following rights: - to be the sole judge as to the calculation of basis of award and has the right to award this contract in whole or in part, that which is deemed most advantageous to the City. - without prejudice to reject any or all submissions in whole or in part, to waive technical defects, irregularities and omissions and to determine, in its own best judgement, the proponent best qualified to undertake this contract, if, in so doing, the best interests of the City will be served. - to terminate the contract without notice if due to non-performance and unsatisfactory services. - to call in alternate services if the proponent is unable to provide the service when it is requested. 014

If you are interested in submitting a proposal for this project, please forward a complete application package of your proposal in a sealed envelope to: The City of Thunder Bay SUPPLY MANAGEMENT DIVISION P.O. Box 800 111 Syndicate Avenue South Victoriaville Civic Centre Thunder Bay, Ontario P7C 5K4 The envelope you submit your proposal in should indicate your name and address and be clearly identified as Request for Proposals Call to Artists - WWI Commemorative Walk Project RFP 18/2018. Consideration will be given to your proposal if received in the Materials Management Office not later than: 4:00 p.m., local time on Friday May 11th, 2018. The lowest cost proposal will not necessarily be accepted, and the Owner reserves the right to reject any and all proposals and/or re-issue the RFP in its original or revised form. Facsimile, e-mail, or telephone proposals will not be accepted Late Proposals Proposals received after the deadline will not be considered. The City will assume no responsibility for submissions that do not arrive in the Materials Management office by the specified closing date and time. Late submissions will be returned unopened to the proponent. THE CITY WEBSITE FOR LIST OF PUBLIC ART OPPORTUNITIES IS: www.thunderbay.ca/calltoartists 015

ENCLOSURE CHECKLIST A complete application package must be submitted by deadline to be considered. If submitting hard copies of artwork: Do not send original artwork. Provide high quality reproduction(s) (i.e. prints). If submitting digital files of artwork: Provide separate files for each proposed graphic/image (max. 3 files) Send high quality JPEGs on a CD-ROM. Do not email images. ONE (1) copy of each of the following: Submission Form, signed in ink. CD-ROM containing high quality JPEG(s) of proposed imagery. Note: Not applicable if submitting hard copies (reproductions only) instead. List of 2 References, signed in ink Any other support material. If you wish to have your support materials returned to your mailing address, please indicate below. Please include a self-addressed, stamped envelope in the application package. Sketches/drawings and all other proposal materials will not be returned. Yes, I would like to have my support materials returned SIX (6) copies of each of the following: Letter of Intent Hard copies (reproductions only) of proposed panel imagery. Note: Not applicable if submitting digital images instead. Image list Budget not exceeding $6000 (use budget form included in application package). Artist Resume or CV, including one for each team member 016

Appendix A Location Maps

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Appendix B Year of the Poppy logo