14058-0-2026-BP Public Art - Madison LakeWay SkyLine.pdf

CITY OF MADISON

REQUEST FOR QUALIFICATIONS

RFQU #: 14058-0-2026-BP

Title: Public Art - Madison LakeWay SkyLine

City Agency: Planning

Due Date: April 16, 2026 2:00pm Central Time

Our Madison – Inclusive, Innovative, & Thriving

REQUEST FOR QUALIFICATIONS 14058-0-2026-BP

14058 RFQU.docx Page i

1 OPPORTUNITY AND WELCOME

Thank you for your interest in bidding on a City of Madison contract opportunity. The City’s mission is to provide the highest quality service for the common good of our residents and visitors.

The City of Madison Planning Division is seeking applications from qualified artists for Public Art - Madison LakeWay SkyLine.

Thank you for considering this opportunity to work with the City and further our mission!

2 IMPORTANT INFORMATION

DEADLINE FOR QUALIFICATIONS: April 16, 2026 2:00pm CDT

The City will not accept late applications. Any changes to the deadlines will be posted as an addendum on the bid distribution websites listed below. See Section 3.1 for instructions for using these websites.

RFQU NAME: Public Art - Madison LakeWay SkyLine

DEADLINE FOR

QUESTIONS:

The deadline for questions is Wednesday, April 1, 2026 at 2:00pm Central Time. Questions and/or inquiries must be submitted by email.

CITY’S ANSWERS

POSTED BY:

The City’s answers to your questions will be posted as an addendum by Wednesday, April 8, 2026. You must check the bid distribution websites for any addendums.

DUE DATE FOR

QUALIFICATIONS:

April 16, 2026 2:00pm Central Time

BID DISTRIBUTION

WEBSITES:

https://vendornet.wi.gov/Bids.aspx https://www.demandstar.com/ https://codaworx.com/

CONTACT

INFORMATION:

Brian Pittelli Purchasing Services 210 Martin Luther King, Jr. Blvd. Room 407 City-County Building Madison, WI 53703-3346

Phone: (608) 267-4969 Email: bpittelli@cityofmadison.com https://www.cityofmadison.com/vision-awards https://vendornet.wi.gov/Bids.aspx https://www.demandstar.com/app/agencies/wisconsin/city-of-madison-purchasing-services/procurement-opportunities/573ff565-ce2b-4c75-86ec-401cd5abf736/ mailto:bpittelli@cityofmadison.com

14058 RFQU.docx Page ii

Table of Contents 1 OPPORTUNITY AND WELCOME .................................................................................................... i 2 IMPORTANT INFORMATION ........................................................................................................... i

3 HOW TO FIND RFQU DOCUMENTS AND CONTACT THE CITY OF MADISON

Official Bid Distribution Websites – IMPORTANT Contact Information

4 OUR PURCHASING VALUES

Local Preference Purchasing Policy Equity in Contracting Equitable Hiring & Affirmative Action Plan Limitations on Nuclear Weapons Producers Sweatfree Purchasing

5 SCOPE OF WORK AND REQUIRED INFORMATION

Call to Artists Project Overview Project Context Stakeholders Art Opportunities Potential Amenities and Site Opportunities Conceptual & Material Requirements Eligibility Criteria Honorarium Design Fee and Project Budget

Anticipated Project Schedule Application Requirements City Purchasing Forms Method of Submissions Rules and Guidelines Selection Process – Phase I Selection Process – Phase II Local Vendor Preference

6 HOW TO SUBMIT YOUR QUALIFICATION

Qualification Checklist Submit your Qualification by the Deadline Format Questions Addendum (Changes or Clarifications to this RFQU) Multiple Qualifications Changing or Withdrawing your Qualification Correcting Errors in your Qualification after the Due Date No Exceptions from Bidders

Costs in Making an application Public Records and Trade Secrets

7 RULES FOR THE SELECTION PROCESS

8 LEGAL CONTRACT REQUIREMENTS

Sample Contract Affirmative Action Requirements for Contractors Insurance Contract Ownership and Copyright

Sample Contract Form F: References

3 HOW TO FIND RFQU DOCUMENTS AND CONTACT THE CITY OF MADISON

Official Bid Distribution Websites – IMPORTANT

The City of Madison posts all Requests for Qualifications (RFQUs), addendums, updates, awards, and announcements on two websites: VendorNet, DemandStar, and CODAWorx. All sites are free to register for City of Madison bids.

These three websites are the only places to get the official RFQU and updates to the RFQU.

Updates and addendums will only be posted on these websites. It is your responsibility to check the websites for updates and “addendums.” An addendum is a document that answers questions from bidders. It could make important changes to the RFQU. If the addendum requires a response, and you fail to respond to it, you could be disqualified.

State of Wisconsin VendorNet System

State of Wisconsin and local government bid network. Registration is free. Search for City of Madison in the Agency search field.

VendorNet link https://vendornet.wi.gov/Bids.aspx

DemandStar by Onvia National bid network. Free subscription is available. Sign up for the free “Basic Plan” and select Wisconsin Association for Public Procurement (WAPP) as the agency to access City of Madison RFQUs.

DemandStar link https://www.demandstar.com/app/agencies/wisconsin/city-of-madison-purchasing-services/procurement-opportunities/573ff565-ce2b-4c75- 86ec-401cd5abf736/

Register on DemandStar

CODAWorx www.demandstar.com/app/registration https://codaworx.com/

Contact Information

City of Madison Purchasing Contact (Buyer)

Brian Pittelli Purchasing Services 210 Martin Luther King, Jr. Blvd. Room 407 City-County Building Madison, WI 53703-3346

PH: (608) 267-4969

bpittelli@cityofmadison.com

Questions about Affirmative Action Plans

Contract Compliance, Department of Civil Rights 210 Martin Luther King, Jr. Blvd. Room 523 City-County Building Madison, WI 53703

PH: (608) 266-4910

dcr@cityofmadison.com

Email note Some email to the City gets lost in “spam.”

If you send the City an email and you do not hear back within 3 days, please call the Buyer at (608) 267-4969.

https://vendornet.wi.gov/Bids.aspx https://www.demandstar.com/app/agencies/wisconsin/city-of-madison-purchasing-services/procurement-opportunities/573ff565-ce2b-4c75-86ec-401cd5abf736/ https://www.demandstar.com/app/agencies/wisconsin/city-of-madison-purchasing-services/procurement-opportunities/573ff565-ce2b-4c75-86ec-401cd5abf736/ https://www.demandstar.com/app/agencies/wisconsin/city-of-madison-purchasing-services/procurement-opportunities/573ff565-ce2b-4c75-86ec-401cd5abf736/ https://www.demandstar.com/app/registration https://codaworx.com/ mailto:dcr@cityofmadison.com

4 OUR PURCHASING VALUES

Local Preference Purchasing Policy

The City of Madison gives preference to local vendors and suppliers. You must be registered with the City as a local vendor by the RFQU due date to get preference points. Learn more and register at the City of Madison website: www.cityofmadison.com/finance/purchasing/local-businesses/register-business/

If you are a local vendor, be sure to complete the Local Vendor section on Form C.

Equity in Contracting

The mission of the City of Madison is to provide the highest quality service for the common good of our residents and visitors. The City’s values include

• Equity - fairness, justice and equal outcomes for all, and

• Shared prosperity - where all are able to achieve economic success and social mobility.

It is our goal to spend money equitably among businesses owned by women, people of color, and small businesses. Our contractors should reflect shared dedication to equity in their work and employment practices, and we invite you to become part of this mission!

Equitable Hiring & Affirmative Action Plan

Affirmative Action Plan The City of Madison values diversity in hiring and contracting. We expect our contractors to do the same. Contractors with 15 or more employees and more than $50,000 in annual contracts with the City (each calendar year) must submit an Affirmative Action Plan.

Information about the Affirmative Action Plan and how to comply is found here:

https://www.cityofmadison.com/civil-rights/contract-compliance/affirmative-action-plan/vendors-suppliers

Or call the Affirmative Action Division at (608) 266-4910.

See Section 13. B. of the Sample Contract for Affirmative Action Plan requirements.

Job Openings in Dane County You must notify the City of openings for jobs in Dane County, Wisconsin if you have 15 or more employees. You must agree to interview candidates that we refer to you through our Referrals and Interviews for Sustainable Employment (RaISE) program. Information is here:

http://www.cityofmadison.com/civil-rights/programs/referrals-and-interviews-for-sustainable-employment-raise-program

The job posting requirement is found in Section 13 A. of the Sample Contract.

Limitations on Nuclear Weapons Producers

It is the City’s policy not to make purchases from companies that produce nuclear weapons, or their subsidiaries. See Common Council Resolution 79719 for more information.

Sweatfree Purchasing

It is the City’s policy not to purchase apparel (clothes made from textiles, shoes, footwear) from vendors who source their materials from sweatshops, where labor practices are inconsistent with international standards of human rights. See Madison General Ordinances Section 4.25 (https://library.municode.com/wi/madison/codes/code_of_ordinances?nodeId=COORMAWIVOICH1-- 10_CH4FI_4.25PRITAP) for more information.

https://www.cityofmadison.com/finance/purchasing/local-businesses/register-business/ https://www.cityofmadison.com/vision-awards https://www.cityofmadison.com/civil-rights/contract-compliance/affirmative-action-plan/vendors-suppliers http://www.cityofmadison.com/civil-rights/programs/referrals-and-interviews-for-sustainable-employment-raise-program http://www.cityofmadison.com/civil-rights/programs/referrals-and-interviews-for-sustainable-employment-raise-program https://madison.legistar.com/ViewReport.ashx?M=R&N=Text&GID=205&ID=5490426&GUID=A7280DE2-DFCB-40F2-8200-E9C3EA95902B&Title=Legislation+Text https://library.municode.com/wi/madison/codes/code_of_ordinances?nodeId=COORMAWIVOICH1--10_CH4FI_4.25PRITAP https://library.municode.com/wi/madison/codes/code_of_ordinances?nodeId=COORMAWIVOICH1--10_CH4FI_4.25PRITAP

5 SCOPE OF WORK AND REQUIRED INFORMATION

Call to Artists

The Ad Hoc Madison LakeWay Public Art Selection Committee and the Madison Arts Commission are accepting applications from artists, artist teams, and artist led companies to provide site-specific artwork as part of the Madison LakeWay SkyLine Project.

Project Overview

In early 2022, the City of Madison Parks Division launched the Lake Monona Waterfront Design Challenge. The competition resulted in the Lake Monona Waterfront Master Plan, a visionary, inclusive, and environmentally focused master plan created by winning firm, Sasaki. The plan covers 1.7 miles of shoreline and 17 acres of Madison’s foremost public lakefront. The first phase includes bicycle, pedestrian, and shoreline improvements along the John Nolen Drive Causeway from North of Olin Park to North Shore Drive. The Lake Monona Waterfront project – now known as the Madison LakeWay project – will transform Madison’s lakefront into a beautiful, activity-rich signature park that embodies the character and values of the city.

The City of Madison requires 1% of the City contribution for eligible capital projects to be used for public art. The reconstruction of John Nolen Drive generated Percent for Art funds which are contributing towards the Madison LakeWay Skyline Public Art Project. Additional funds will be raised by the Madison LakeWay Partners, a private, non-profit advocacy group focused on promoting and developing the Lake Monona lakeshore as a signature civic park.

The selected artist, artist team, or arts company will work with the Ad Hoc Madison LakeWay Public Art Selection Committee, Madison Arts Commission, various City departments, and stakeholders to develop the project (see section 2.4). The Ad Hoc Madison LakeWay Public Art Selection Committee will recommend one or multiple artists, artist teams, or arts companies to the Madison Arts Commission based on the application criteria below. The Madison Common Council must approve projects before fabrication.

Project Context

The Madison LakeWay Project will create a legacy civic project by providing a vital link between downtown Madison, adjacent neighborhoods, regional trails, and Lake Monona through improved multimodal access, green infrastructure, gathering spaces, and immersive experiences that reinvigorate the shoreline and promote a thriving lake-edge habitat. Madison LakeWay partners have named the first phase of the project, “The SkyLine.” This section encompasses sites along the Community Causeway, offering dynamic opportunities for public art along bicycle and pedestrian trails, fishing piers, and viewpoints where people can take in the breathtaking expanse of Lake Monona and the Madison skyline.

“The SkyLine” graphic from the Madison LakeWay website https://www.cityofmadison.com/parks/documents/projects/20240102_Lake%20Monona%20Waterfront%20Final%20Report_8.5x11_0.pdf

Stakeholders

The selected artist, artist team, or arts company will work with stakeholders including the Ad Hoc Madison LakeWay Public Art Selection Committee, Madison Arts Commission, Engineering Division, Parks Division, Traffic Engineering Division, Planning Division, Madison LakeWay Partners, Sasaki, neighborhood associations, unaffiliated residents, the District 4, 6, 13, and 14 Alders, and various other City agencies and community stakeholders. The Ad Hoc Madison LakeWay Public Art Selection Committee will be responsible for adjudicating the call and proposing recommendations based on the criteria below to the Madison Arts Commission. The Madison Arts Commission will vote and advance a recommendation to Madison’s Common Council, who must approve the final designs before fabrication.

Art Opportunities

The Ad Hoc Committee is seeking multiple artworks of varying scale, media, and concept. Opportunities exist for sculptures, integrated landscape art, interactive and digital works, light or sound-based installations, and more. Artworks can be individual standalone pieces, a series of elements that connect multiple locations along the corridor, or pieces that enhance architectural elements in exciting ways.

Potential design elements:

• Environmental soundscapes

• Elements of native lakeshore fauna and flora

• Stories and contributions of Indigenous communities

• Reflections on the changing urban/water interface

• Works that evoke memory, ritual, and renewal

• Interactive or experiential works

• Acknowledgement of dynamic wave climates and fluctuating water levels

• Celebrations of all seasons

Madison LakeWay - SkyLine Project Plans: Part A & Part B

The SkyLine area from Sasaki’s Master Plan http://www.cityofmadison.com/dpced/planning/documents/20250815_Madison%20LakeWay_Drawings_PASet_PartA%20-%20REV.pdf http://www.cityofmadison.com/dpced/planning/documents/20250815_Madison%20LakeWay_Drawings_PASet_PartB%20-%20REV.pdf

The SkyLine will include:

• Stunning views of Lake Monona and the Capitol

• Lakeside linear park with tree-lined paths and separate lanes for cyclists, runners, and walkers

• Boardwalk that meanders over the water

• Fishing piers for anglers

• Rain gardens for eco-friendly lake protection

Rendering of the SkyLine from Sasaki’s Master Plan

Potential Amenities and Site Opportunities

Potential amenities and materials include:

1. Site: The SkyLine will stretch along the waterfront adjacent to Madison’s most iconic gateway, John Nolen Drive, which serves tens of thousands of visitors and residents each day.

2. Landscaping: The landscaping design includes trees, native understory, greenspace between roadway and multiuse path and between the bike path and pedestrian path, shoreline plantings.

3. Boardwalk: There will be two sections of decked boardwalks along portions of the causeway, each approximately 360ft long. Potential opportunity to engage with boardwalk decking material, with limitations depending upon required structural changes.

4. Railings: The boardwalk is currently designed to have cable railings with a wood top rail. They will run the length of both boardwalks. Potential to engage with the design and materials of the railing. Airflow and some visibility need to be maintained. Anything proposed to attach to the railings needs to integrate with the proposed railing and be reviewed by a structural engineer.

Proposed railing designs will need to meet minimum fall prevention height.

5. Seating: 6-8 benches are currently proposed along the causeway. Potential to propose artist designed benches.

6. Bridges: Three concrete bridges for cyclists and pedestrians span waterway connections between Monona Bay and Lake Monona. They will have a steel handrail along the lakeside.

7. Lighting: Along the full length of the multiuse path there will be pedestrian scale lightings. Each light pole will be about 120ft apart, and 20ft tall. There are opportunities for accent lighting or light-art installations along the length of the causeway. Any proposed lighting must follow Madison General Ordinance 29.36.

8. Electricity: There are multiple access points and the ability to pull power from the existing system. Projects should limit electrical service demands.

https://library.municode.com/wi/madison/codes/code_of_ordinances?nodeId=COORMAWIVOIICH20--31_CH29BUCO_OULI_29.36OULI

9. Shoreline: The shoreline will be tumbled stone and include erosion control measures. Potential for an installation to engage with the shoreline, with the understanding that it needs not interfere with shoreline protection measures.

10. Weight: Skyline pier & boardwalks are designed to H-5 loading capacity. Any proposed artwork should not exceed this. No additional structural support will be provided. Highly recommend only light duty installations at these locations.

11. Multi-Use Paths: Potential for highly durable surface treatments that could withstand snow removal operations. Application would occur after the construction of the paths.

12. Roadways: No artwork permitted on roadways.

Conceptual & Material Requirements

Inspired by “Voices of the Lake” from the master plan, the Ad Hoc Committee are seeking works that explore the diverse stories, histories, ecologies, and communities connected to Lake Monona and its shoreline. We invite proposals that reflect on the human and natural voices of the lake—its past, present, and future.

Voices of the Lake Monona’s Waterfront – Guiding Principles graphic from the Madison LakeWay master plan.

The artwork must conform to all public safety, building code, and zoning regulations. Artists should allocate some of the budget to cover the costs of structural drawings stamped by a licensed structural engineer, and/or review by an electrical engineer. The artist must warrant that the artwork will not pose a danger to public health or safety through its use or misuse, if such use or misuse is reasonably foreseeable at the time the agreement is signed.

The artwork must utilize materials that are permanent, durable, vandal-resistant and require minimal maintenance. The final work must be accompanied by a manual that addresses issues of vandalism and maintenance to the City’s satisfaction. The artist will be required to guarantee, maintain, and remedy, at their own cost, any defects or faults in workmanship or materials that appear within a period of ten (10) years from the date of final acceptance of the artwork by the City. If the artwork involves electronic, digital, video, mechanical, living, variable, moving or other dynamic components, it must function in accordance with artist’s design without costs beyond the budget or any staff assistance. The artwork must withstand exposure to the elements. General wear and tear should cause only minor repairable damage and not cause the artwork to fall below an acceptable standard of public display. General wear and tear should be accounted for in the maintenance plan. The Artist must also provide copies of warranties for any products incorporated into the artwork that are covered by a manufacturer’s warranty.

Eligibility Criteria

This call for qualifications is open to professional artists and artist-led teams, architects, and landscape architects who have not previously been selected for a City of Madison Percent for Art Project. Please contact City Purchasing if you are unsure of your eligibility. Applicants should have experience successfully completing a major outdoor public artwork and integrating art into a public site. Artists working in a range of disciplines are encouraged to apply. They should have the vision and skills required to complete the commission to the highest standards of artistic and technical expertise.

Art consultants are not eligible unless they are applying on behalf of an identified artist or artist team.

Honorarium Design Fee and Project Budget

The funding for this project is a joint effort between the City of Madison and Madison LakeWay Partners.

The City of Madison will pay for design honorariums using Percent for Art funds generated by the John Nolen Drive reconstruction project. The remaining funding for fabrication & implementation will be raised by the Madison LakeWay Partners. Projects are dependent upon the results of their fundraising effort.

Honorarium for Design Fee: $2,000 Three to five finalists will be selected. Finalists are eligible for a $2,000 honorarium to cover costs associated with design, presentation, travel for a mandatory orientation and site visit, mandatory virtual presentations and meetings of the Ad Hoc Committee and/or Madison Arts Commission. The honorarium will be paid in 2 payments: $1,000 upon receipt of an invoice following notification as finalist; $1,000 upon receipt of an invoice after the design proposal is received and required virtual presentation is complete.

Honorarium for Design Development & Engineering: 10% of total budget One to three artists will be selected to proceed to design development. Selected artists will be eligible to receive up to 10% of their total proposed budget but no more than $20,000 upfront to cover costs associated with finalizing design proposals and acquiring stamped engineering plans and applicable permits. Please include this cost in your total proposed budget. If your proposal proceeds to fabrication, this advanced payment will be deducted from your total project budget.

Budget for Madison LakeWay SkyLine Public Art: $100,000 – $750,000 At this stage, funding has not yet been secured for fabrication. This call is being issued in anticipation of future funding, and the selection of artists will help inform and support ongoing fundraising efforts. We plan to recommend between 1-3 artists to fabrication.

Budgets for individual works will vary based on the scope and scale of each project and will be determined through the selection process. Finalists can propose projects between $100,000 to $750,000.

This must cover all costs associated with the design, fabrication and installation of the proposed artwork including but not limited to design changes, presentation, community engagement, artist fees, insurance, engineering and safety review, permits, travel, materials, tools, labor, transport, installation, contingencies and all other costs required for completion of the artwork.

Anticipated Project Schedule

Thursday, March 19, 2026 Phase I Request for Qualifications (RFQU) Opens

2:00pm, Wednesday, April 1, 2026 Questions Due on RFQU

Wednesday, April 8, 2026 Answers Distributed via Addendum

2:00pm, Thursday, April 16, 2026 RFQU Applications Due

4:30pm, Monday, April 20, 2026 Ad Hoc Selection Committee reviews applications & recommends finalists to the Madison Arts Commission

5:30 PM, Wednesday, May 13, 2026 Madison Arts Commission reviews & votes on finalist recommendation from the Ad Hoc Selection Committee

Thursday, May 14, 2026 Applicants notified, finalists proceed to design phase

4:30pm, Monday, June 8, 2026 Required virtual artist talks

10:00am-8:00pm, Monday, June 15, 2026 Required in-person tour, orientation & site visit

2:00pm, Wednesday, July 15, 2026 Due date for questions about site, design process, etc.

Thursday, July 23, 2026 Answers distributed to finalists

2:00pm, Monday, September 14, 2026 Design Proposal Due; Community survey opens

5:30pm, Thursday, October 1, 2026 Required virtual proposal presentation and questions at community meeting

2:00pm, Monday, October 12, 2026 Community survey closes

4:30pm, Monday, October 19, 2026 Ad Hoc Selection Committee reviews surveys, staff comments, and proposals & recommends artists to the Madison Arts Commission.

5:30pm, Tuesday, November 17, 2026 Madison Arts Commission reviews & votes on recommendation of the Ad Hoc Selection Committee

Thursday, December 11, 2026 Applicants notified, winners proceed to design development & engineering review

Winter, 2026-2027 Design development; engineering & safety review (structural and/ or electrical engineering and other details necessary for approval); fundraising

Dates yet to be determined Contract Negotiation, Fabrication, Installation, etc.

Application Requirements

To be considered, applicants must prepare the following materials and submit them in this form. Prepare these materials in advance. The form cannot be saved. Use file title style shown in italics, replace FirstName_LastName with company or artist name:

1. Statement of Interest: A_Statement_FirstName_LastName.pdf

In two pages or less, explain your interest in this project, past public art experience, design philosophy, community engagement and/or mentorship approach.

Specific Applications for the art feature are not requested and will not be reviewed during Phase I selection.

2. Current Curriculum Vite (CV) or Artist Resume(s) and Support Materials:

B_Resume_FirstName_LastName.pdf

In two pages or less per artist or team member, list educational history, specialized training and professional experience. You may include up to three pages of additional support material such as press clippings or other info on past projects.

3. Work Samples: C_sample1_FirstName_LastName.jpg; C_sample2_FirstName_LastName.jpg;

etc.

Include 10 work samples representing previously completed projects that are relevant to this call.

Images must be JPG format, 1920 pixels maximum on the longest side, 72 dpi, with compression settings resulting in the best image quality under 2MB file size

4. Image List for Work Samples D_imagelist_FirstName_LastName.pdf

Create a numerical list that matches the work sample image labels. For each image, provide the title, dimensions, materials, budget, year, location, commissioner, and a brief description.

5. Optional Artist Photo: E_artistphoto_FirstName_LastName.pdf

Include one image we may use to represent you to the media. This could be a picture of the artist(s) or a logo representing your practice.

City Purchasing Forms

1. Form F: References F_references_FirstName_LastName.pdf Provide a list of 3 organizations and/or clients for whom the Applicant has commissioned work within the last 5 years. Include name, address, and phone number of contact person for each.

Describe briefly the nature of the project and results. Please fill out Form F: References attached at the end of this RFQU.

Method of Submissions

Airtable

1. Prepare your attachments as described in section 5.11.

2. Submit your application by filing out and uploading materials using the application form.

3. If you do not receive acknowledgement that your application has been received within 48 hours of submitting via Airtable, please email bpittelli@cityofmadison.com.

Rules and Guidelines

Issuance of this notice does not commit the City of Madison to award any contract, to pay any costs incurred in preparation of a response, or to procure or contract for services or supplies. The City reserves the right to waive any minor irregularities and informalities, to reject any and all Applications for sound business reasons, to terminate the selection process, to re-advertise and to make awards in the best interest of the Project.

https://airtable.com/appEUO7ujCVBWLxN0/paghyod8JXBNVqfrp/form

Selection Process – Phase I

Please note that this is a general guide to the selection process. The City reserves the right to make modifications if necessary.

Phase I – Request for Qualifications (RFQU)

1. Any applicant who meets the eligibility criteria may respond to this RFQU.

2. The Ad Hoc Madison LakeWay Public Art Selection Committee will recommend 3-5 finalists to design site specific proposals based on qualifications and completed projects.

3. The Selection Panel for this project will be the Ad Hoc Madison LakeWay Public Art Selection

Committee who will make recommendations to the Madison Arts Commission. They will receive input from Planning, Engineering, Parks Division, Traffic Engineering, other City staff, Common Council Representatives, and stakeholders.

Phase I – RFQU Selection Criteria

The following Selection Criteria will be used to select finalists. The percentage of total score is listed in [x%] after each number below. Applications should:

1. Artistic Merit: Work samples show artistic excellence, originality, creativity, innovation, impact, and conceptual and technical quality. [40%]

2. Quality: Completed projects reflect enduring artistic quality and have operated long-term outdoors with minimal maintenance. [20%]

3. Experience: CV/resume and statements show relevant professional artistic experience including the ability to design, fabricate, and install a large-scale art project for a public facility. [15%]

4. Content: Application materials & past projects show alignment with the guiding principles of the Madison LakeWay Master Plan. [15%]

5. Community Engagement/Artist Mentorship: Application includes examples of past community engagement or mentorship, and or plans to include a community engagement or mentorship opportunity for the Madison LakeWay project. [5%]

6. Local Vendor Preference: Please reference section 5.17. [5%]

Selection Process – Phase II

Please note that this is a general guide to the selection process. The City reserves the right to make modifications if necessary.

Phase II – Site Specific Design Proposals

1. Finalists will be invited to a mandatory virtual artist talk, mandatory in-person tour, orientation, & site visit, and a mandatory virtual proposal presentation with City Staff & stakeholders.

2. Finalists will be provided with a digital packet of plans, material specifications, and other items needed to guide the design process.

3. Any questions asked directly of staff before, during, and/or after the orientation are not considered official City responses. After the question due date, official responses will be emailed to finalists.

4. Finalists will be required to submit a full design proposal including:

a. Scaled renderings of the design on site

b. Narrative description of the project & relevance to the site and stakeholders

c. Proposed material list & fabrication process

d. Potential maintenance needs

e. Timeline for fabrication and installation

f. Opportunities for community involvement or mentorship in planning and/or production

g. Itemized budget totaling no more than $750,000 and including all costs associated with the design, fabrication and installation of the proposed artwork including but not limited to design changes, presentation, community engagement, artist fees, insurance, engineering and safety review, travel, materials, tools, labor, transport, installation, and contingencies.

5. Design proposals will be publicly displayed & shared via a community survey with the results shared with the Ad Hoc Madison LakeWay Public Art Committee.

6. The Ad Hoc Madison LakeWay Public Art Committee will provide a recommendation of one or more winners and alternates to be voted on by the Madison Arts Commission.

7. The winning artists will be invited to develop their design based on the recommendation of the Madison Arts Commission and/or staff feedback on feasibility. After design changes are completed and considered satisfactory by the staff, the artist must submit their best and final proposal with final designs stamped by a licensed structural engineer and/or electrical engineer, and a final estimated budget. All work associated with developing the best and final proposal is at the cost of the Artist and should be budgeted for in their proposal.

8. Final designs must be approved by the City of Madison Common Council.

9. After Common Council approval and fundraising is complete, the winning artists will execute a contract for fabrication & installation.

Phase II – RFQU Selection Criteria

The following Selection Criteria will be used to review site-specific design applications to select the final artist whose proposal:

1. Artistic Merit: The design is original, creative, innovative, authentic, and shows a high degree of technical proficiency. [30%]

2. Content & Impact: The design aligns with the guidelines in the Madison LakeWay Master Plan and provides a valuable impact to the LakeWay Project and the City of Madison. [20%]

3. Site Specificity: The design complements the building form; coherently integrates the design with architectural features; will be aesthetically pleasing in all four seasons; the materials and methods show consideration of Wisconsin’s freeze/thaw conditions. [20%]

4. Feasibility: The proposal demonstrates that the artist can feasibly fabricate and install the design within the allowed budget and timeframe as detailed within the RFQU; the materials are durable, sustainable, and will minimize operational/maintenance costs and energy needs. [10%]

5. Budget: The proposal includes a clear and accurate budget that includes all required items to complete the project from design through fabrication and installation and has reasonable expectations of expenses. [10%]

6. Community Engagement/Artist Mentorship: Application includes examples of past community engagement or mentorship, and or plans to include a community engagement or mentorship opportunity for the Madison LakeWay project. [5%]

7. Local Vendor Preference: Please reference section 5.17. [5%]

Local Vendor Preference

To be identified as a local business, the Applicant must have a physical address within Dane County and meet the criteria listed here: https://www.cityofmadison.com/finance/purchasing/local-businesses/register-business/. Please note that the prime/lead contractor must be local to be considered local. If a subcontractor is local, and the prime/lead contractor is not, the points will not be awarded.

6 HOW TO SUBMIT YOUR QUALIFICATION

Qualification Checklist

Required Documents to Submit:

Submission of application as described in sections 5.13 & 5.15

Required Forms to Submit:

Form F: References

RFQU ADDENDUM

Check the bid websites for any addendum. See Section 3.1.

• You can use the area below to track addendums.

• An addendum might require you to submit additional documents. Make sure to read it carefully and send any additional documents.

Addendum # (if any) Have you read it?

Have you submitted any documents required by the addendum?

https://www.cityofmadison.com/finance/purchasing/local-businesses/register-business/ https://www.cityofmadison.com/finance/purchasing/local-businesses/register-business/

Submit your Qualification by the Deadline

Submit your Application through Airtable by April 16, 2026 at 2:00 PM Central Time.

• Make sure your Application is complete (see checklist above) and readable.

• Do not send your Qualification to any other City email or agency

• If you cannot send your Qualification through Airtable, please reach out to Brian Pittelli, bpittelli@cityofmadison.com.

You must include RFQU 14058-0-2026-BP on your Qualification and all other communication to the City.

For email, include RFQU 14058-0-2026-BP in the subject line.

For example, an email subject line could read: RFQU 14058-0-2026-BP Public Art - Madison LakeWay SkyLine Questions.

Format

• Electronic – Qualifications are submitted electronically. Exceptions can be made for paper submittals but you must contact the Buyer ahead of time to make those arrangements.

• Legible and readable – if not the City might reject it.

• Simple – not necessary to include elaborate/ high tech/ expensive graphics or similar features.

• Complete – your Qualification must include all required sections and forms. See checklist.

Questions

You can ask questions about the RFQU until the deadline for questions of Wednesday, April 1, 2026 at 2:00pm Central Time.

Email questions to Brian Pittelli at bpittelli@cityofmadison.com. Remember to include RFQU 14058-0- 2026-BP in the subject line.

We post answers to bidder questions as an addendum on the bid websites. Check the websites regularly.

Addendum (Changes or Clarifications to this RFQU)

RFQU addendums make clarifications, answer bidder questions, make changes to RFQU timeline, and provide other important information. Addendums are posted on the bid websites listed in Section 3.1.

IMPORTANT: It is your responsibility to check for addendums. An addendum might require you to submit additional information. Your Qualification could be disqualified if you do not:

• Check the bid websites regularly during the posting period

• Read all addendum

• Follow the instructions in the addendum

Addendum # _______

Addendum # _______

Multiple Qualifications

You may submit more than one Qualification if you are proposing more than one way to fulfill the scope requested by this RFQU. If so, each Qualification must meet the requirements of the RFQU. Clearly label each Qualification by number (Qualification #1, Qualification #2) and submit each separately.

Changing or Withdrawing your Qualification

You may make changes to your Qualification before the due date of April 16, 2026 at 2:00 PM Central Time. If you wish to make any changes, please submit it through Airtable. The most recent version of your application will override any older versions.

You may withdraw your Qualification before the due date. After the due date, no Qualifications may be withdrawn for 90 days or as otherwise provided by law.

Correcting Errors in your Qualification after the Due Date

The City will notify you if we believe you made an error in your Qualification and may allow you to correct the error. The City will decide if correcting the error is in the City’s best interest, is fair to the other bidders, and preserves competition. The City will decide whether an error can be corrected and will notify you.

No Exceptions from Bidders

Exceptions to this RFQU are not permitted. The City of Madison reserves the right to reject bids that take exceptions or don’t follow the requirements of this RFQU. If you ask to change the requirements, specifications, sample contract, or legal terms, that is considered an “exception.” A statement that you will not or cannot comply with any part of this RFQU or the sample contract will also be considered an “exception.” (If this RFQU allows substitutions or alternate solutions, the Scope of Services (Section 5) will make this clear, and that is not considered an “exception.”)

Costs in Making an application

The first round of this RFQUu will be at your own expense. The City will not pay any costs incurred in your preparation of bids, even if this RFQU is changed or cancelled. You may be asked to attend virtual or in-person meetings, make presentations, give demonstrations, inspect City locations, or make your facilities available for a site inspection.

The finalists will be given an honorarium as described in section 5.9.

Public Records and Trade Secrets

Your response to this RFQU is a public record. Wisconsin and other public records laws may require the City to share your Qualification or the resulting contract if someone makes a public records request. If a public records request is made, the City’s Records Custodian applies the law to decide whether the record must be disclosed, or if any part of the record can be redacted or not disclosed. There are very few exceptions to disclosure under Wisconsin law. One exception is for “trade secrets” as defined by sec.

134.90(1)(c) of the Wisconsin Statutes. It is your responsibility to research trade secrets as defined by Wisconsin law if you think any part of your Qualification might be a “trade secret.” The City cannot give private legal advice to you. Most things will NOT meet this exception.

You may label items you believe meet this definition as a “trade secret” and submit them separately from the rest of your Qualification, but the City cannot guarantee that information will be treated as a trade secret or confidential.

Things that are not considered confidential: your Qualification or bid in its entirety, price Qualification, pricing information, references, or the resulting contract. This is not a complete list.

Preserving competition: To the extent permitted by law, the City intends to withhold Qualifications under this RFQU from public view until competitive or bargaining reasons no longer require it, in the City’s opinion. At that time, all Qualifications will be available for review in accordance with public records laws.

The City will not provide advance notice to bidders prior to releasing any requested public record.

7 RULES FOR THE SELECTION PROCESS

This RFQU does not commit the City to award a contract. The City can cancel this RFQU at any time.

There is no guarantee that the City will award any contract as a result of this RFQU. While the City considers this procurement important to City operations, the circumstances could change.

The City might make a partial award. By submitting a Qualification, you are willing to accept an order for all or part of the items/services. Note in your Qualification if you do not agree to accept a partial award.

The City reserves the right to make changes to this RFQU. Any changes will be made with an Addendum. Changes could impact due dates or specifications or could require additional information from all bidders.

The City reserves the right to reject any Qualification. We can reject all or part of a Qualification without explaining the reason. Qualifications could be rejected if they are missing information (non-responsive) or fail to demonstrate that the bidder is responsible and capable of doing the work (not responsible.)

The City may negotiate with finalists or the selected vendor. One or more bidders may need to submit additional technical Qualifications, best and final price Qualifications, or other changes to their bids.

Federal or State Laws may apply to this RFQU (such as federal regulations or procurement policies that apply to grant funding). Those laws will apply over any conflicting procedure in this RFQU.

Responsible and Responsive Bidders You should read the Scope of Work (Section 5) carefully to determine your ability to perform and complete the work required. This contract will only be awarded to a bidder who is “responsible” and “responsive” and whose bid is most advantageous to the City, with price and other factors considered. This RFQU is designed to help the City select responsive and responsible bidders.

“Responsive” means that your Qualification responds to all parts of this RFQU – it is complete, not missing any information, and addresses all of the required work. Failure to provide all of the information requested in this RFQU could result in being considered “not responsive.”

A “Responsible” bidder has demonstrated the ability to perform successfully under the terms of the proposed contract. This includes having adequate financial resources or the ability to obtain them; can perform and deliver on time, delivery taking into account other business commitments; has a satisfactory performance record; has a satisfactory record of integrity and business ethics; and has the necessary organization, experience and technical skills. A bidder that cannot demonstrate these things may be considered “not responsible.”

Contractors with past problems with the City The City reserves the right to refuse to accept any bid from any person, firm or corporation who

• owes the City money

• is in default to the City

• has been debarred through an official process such as through the Department of Civil Rights

• has had performance or other problems on past contracts with the City

Such applicants may be deemed “not responsible.”

8 LEGAL CONTRACT REQUIREMENTS

Sample Contract

You must review the Sample Contract attached to the end of this RFQU. This contract* will be used for the work resulting from this RFQU.

By submitting a Qualification, you are willing to enter into a contract with the terms found in the Sample Contract. Exceptions to the legal terms are not allowed and may result in your Qualification being rejected. The City does not negotiate legal terms prior to award.

*While the City strives to provide the most appropriate sample contracts, the City reserves the right to modify the form for any contract resulting from this RFQU.

Affirmative Action Requirements for Contractors

City contractors must show they hire and promote employees equitably and make their best efforts to have a diverse workforce.

Affirmative Action Plan: Bidders with 15 or more employees that will earn $50,000 or more in total contracts with the City in the calendar year must file an Affirmative Action Plan (AA plan) with the City.

Submit your AA plan online using the form provided by the City. See the sample AA plan for “vendors and suppliers” at: https://www.cityofmadison.com/civil-rights/contract-compliance/affirmative-action-plan/vendors-suppliers

Exemptions: Bidders who have fewer than 15 employees or will earn less than $50,000 in total contracts with the City in the calendar year will be exempt from filing a full AA plan. You will need to fill out a request for exemption form. If you have 15 or more employees, you must complete an exemption form, provide some workforce statistics, and participate in the “RaISE” program.

Release of Payment: The City cannot make any payments under a contract until the Affirmative Action plan or request for exemption form are completed.

Referrals and Interviews for Sustainable Employment (RaISE) Program: The RaISE program is designed to match qualified people to employment. If you have 15 or more employees and are awarded the contract, you must let the City know about all external job openings in Dane County, Wisconsin. You must also agree to interview candidates the City refers to you. See this link for information and instructions: https://www.cityofmadison.com/civil-rights/programs/referrals-and-interviews-for-sustainable-employment-raise-program

The City has a Small Business Enterprise program described here:

https://www.cityofmadison.com/civil-rights/contract-compliance/targeted-business-enterprise-programs.

You will be encouraged to provide opportunities for small business enterprises (SBE) to compete for any subcontracts allowed in the contract.

See the Sample Contract, section 13, for all requirements for the City’s Affirmative Action program for contractors. Call the Contract Compliance Specialist at (608) 266-4910 with questions.

Insurance

All City contractors must provide a Certificate of Insurance. You must carry the insurance policies required by section 27 of the Sample Contract. This includes general liability insurance, workers compensation, and could include automobile and professional liability insurance. Please see the instructions and section 27 of the Sample Contract for the insurance requirements.

https://www.cityofmadison.com/civil-rights/contract-compliance/affirmative-action-plan/vendors-suppliers https://www.cityofmadison.com/civil-rights/contract-compliance/affirmative-action-plan/vendors-suppliers https://www.cityofmadison.com/civil-rights/programs/referrals-and-interviews-for-sustainable-employment-raise-program https://www.cityofmadison.com/civil-rights/programs/referrals-and-interviews-for-sustainable-employment-raise-program https://www.cityofmadison.com/civil-rights/contract-compliance/targeted-business-enterprise-programs

Contract

A contract with the City of Madison will be established with the awarded artist, artist team, or company. If you apply as a team, name one person as the designated Team Leader. The contract will be between the City of Madison and the Team Leader.

Ownership and Copyright

Artists selected to create the art feature will be required to confirm in writing that they are the original creators of their designs, have not copied anyone else’s designs and that their design does not infringe on anyone else’s intellectual property rights.

The City shall have ownership and possession of all final products including all finalist concept designs and shall have the exclusive right to display the work, promote and make reproductions of the work. Any contract under this program shall recognize the unique challenges of a municipal art collection and responsibilities to the public by including a consensual modification of the applicable provisions of the Visual Artists Rights Act of 1990 (17 U.S.C. §106A). However, with the consent of the City Attorney and the approval of the Madison Arts Commission, the Arts Administrator may enter into an agreement with an artist that does not waive any of the artists’ VARA rights when the benefits of doing so outweigh the risks of proceeding without the modifications of VARA rights.

#2860486

AGREEMENT FOR THE

DESIGN, FABRICATION, INSTALLATION, AND DOCUMENTATION

OF A PUBLIC ART FEATURE

THIS AGREEMENT is made by and between the City of Madison, a Wisconsin municipal corporation (the “City”), and _______(the “Artist”).

WHEREAS, on________, the Madison Common Council Approved Resolution Number _______, Legislative File I.D. Number ______, authorizing the City to enter into a service agreement with _________ for the design, fabrication, and installation of a public art piece _____________

NOW THEREFORE, the parties mutually agree as follows:

1. DESCRIPTION OF ARTWORK.

The Artist will design, fabricate, transport, and install the following work of art (the “Work”) for the City in accordance with the terms herein.

TITLE: _________

DIMENSIONS: _________

MEDIA: _________

DESCRIPTION OF ARTWORK: _________

2. PERMANENT LOCATION.

The permanent location for the Work shall be_________. In consultation with the City Engineering Division, Planning Division, and the City’s Arts and Culture…