14068-0-2025-BP Public Art - State Street Campus Garage.pdf

CITY OF MADISON

REQUEST FOR QUALIFICATIONS

RFQU #: 14068-0-2025-BP

Title: Public Art - State Street Campus Garage

City Agency: Planning

Due Date: September 25, 2025 2:00 PM Central Time

Our Madison – Inclusive, Innovative, & Thriving

REQUEST FOR QUALIFICATIONS RFP 14068-0-2025-BP

14068 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 is seeking applications from qualified artists for Public Art - State Street Campus Garage.

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

2 IMPORTANT INFORMATION

DEADLINE FOR QUALIFICATIONS: September 25, 2025 at 2:00 PM Central Time.

The City will not accept late Qualifications. 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 - State Street Campus Garage

DEADLINE FOR

QUESTIONS:

The deadline for questions is September 8, 2025 at 2:00 PM 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 September 12, 2025. You must check the bid distribution websites for any addendums.

DUE DATE FOR

QUALIFICATIONS:

September 25, 2025 2:00 PM Central Time

BID DISTRIBUTION

WEBSITES:

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

14068 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 Specific Project Location: (Red areas indicate potential project locations) Potential Materials and Amenities Conceptual & Material Requirements Eligibility Criteria Budget and Honorarium Design Fee

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

You are Responsible for all of your 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 three websites: VendorNet, DemandStar, and CODA Worx. All sites are free to register for City of Madison bids.

These two 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 www.demandstar.com/app/registration

CODA Worx 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 State Street Campus Garage/Hawthorne Court Public Art Committee and the Madison Arts Commission are accepting applications from artists, artist teams, and arts companies to provide a site-specific artwork as part of the State Street Campus Garage Mixed Use Project & Hawthorne Court Road Reconstruction.

Project Overview

The City of Madison requires 1% of the City contribution for eligible capital projects to be used for public art. The City of Madison is redeveloping the State Street Campus Garage at 415 N. Lake Street. The redevelopment is a mixed-use project containing an intercity bus terminal, public parking, and private student housing. The project includes updating the bridges connecting to the adjacent Frances Street Garage. The City will also reconstruct the roadway in Hawthorne Court between these two garages from University Avenue to State Street. This RFQ focuses on the public spaces within the facility: the bus terminal, parking garage, and section of Hawthorne Court between the two garages.

The site is in the heart of downtown Madison and serves as a major transportation hub for residents and tourists visiting the State Street pedestrian corridor, the University of Wisconsin-Madison, the State Capitol, the Kohl Center, and more. This project provides an opportunity for a site-specific public artwork that creates a vibrant and welcoming environment, affirms the cultural significance of the area, and celebrates what makes Madison unique.

The selected artist, artist team, or arts company will work with the Ad Hoc State Street Campus Garage/ Hawthorne Court Public Art Committee, Madison Arts Commission, various City departments, and stakeholders to develop the project (see section 2.4). The Ad Hoc State Street Campus Garage/Hawthorne Court Public Art Committee will recommend one or multiple artists, artist teams, or arts companies to the Madison Arts Commission based on the application criteria below. Madison’s Common Council must approve the final project before fabrication.

Project Context

The State Street Campus Garage is in downtown Madison between University Avenue and State Street.

The region is on an isthmus between two scenic lakes with the State Capitol at the highest point. The area offers museums, libraries, cultural institutions, shopping, dining and sporting events. The site is within the Campus Area Neighborhood and across from UW-Madison. The garage primarily serves residents and tourists visiting campus and State Street, a 1-mile long pedestrian throughfare.

https://www.canamadison.com/

Google maps image showing location of the State Street Garage on the isthmus.

The redevelopment is a public-private partnership with a public intercity bus terminal and parking garage, and private student housing above. The site is between a US Post Office to the north, Hathorne Court to the east, a mixed-use development to the south, and The Chazen Museum across N Lake Street to the west. Across Hawthorne Court is the Frances Street Garage, which will be connected to the State Street Garage by two sets of two bridges. Hawthorne Court has historically served traffic from residents, workers, and delivery drivers accessing nearby buildings, as well as pedestrians moving between University Ave and State Street. After completion, the site is intended to be more pedestrian friendly, with the only vehicular traffic being intercity buses and limited residents accessing adjacent buildings.

Google maps image showing location of State Street Campus Garage and portion of Hawthorne Court for public art project

Stakeholders

The selected artist, artist team, or arts company will work with stakeholders including: Ad Hoc State Street Campus Garage/Hawthorne Court Public Art Committee, Madison Arts Commission, Engineering Division, Parking Division, Traffic Engineering Division, Planning Division, Transportation Commission, Urban Design Commission, Campus Area Neighborhood Association, other unaffiliated residents, Downtown Madison Inc, the District 2 and 8 Alders, and various other City departments and community stakeholders. The Ad Hoc State Street Campus Garage/Hawthorne Court Public Art 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 will need to approve the final design before fabrication.

Specific Project Location: (Red areas indicate potential project locations)

The sites chosen for public art are on the east side of the garage structure along Hawthorne Court and inside the ground floor bus terminal. Together these spaces form a continuous canvas in the shape of an L. The final project may engage some or all the surfaces identified within these areas (see 5.6).

Potential public art locations identified in red.

Floor plan of Hawthorne court and bus terminal. Public art location identified in pink

Hawthorne Court was identified as most in need of public art intervention. It has high foot traffic, public facing, and needs to become a more welcoming space for pedestrians and visitors on intercity buses.

Many residents and visitors walk through Hawthorne Court between State Street and University Ave. The intercity bus terminal will also be heavily trafficked and would ideally be connected to the Court through a cohesive design proposal. Possible surfaces to engage listed below. See 5.6 for material limits & specifications.

1. Hawthorne Court

1. Parking structure wall

2. Two sets of two bridges spanning garages

3. Railing systems

4. Lighting

5. Sidewalk

2. Bus Terminal

1. Wall opposite the waiting area

2. Exterior benches and adjacent wall

3. Lighting

It is the preference of the Madison Arts Commission that artwork be designed so it can be removed if needed for maintenance or relocation without damage to the piece or the building. As such, painting or application of materials directly to the building walls is prohibited, and a substrate should be used.

Photo of construction site - November 26, 2024

Photo of Hawthorne Court side of State Street Garage facing University Avenue - April 2, 2025

Photo of Hawthorne Court side of State Street Garage as seen from Frances Street Garage facing State Street - April 2, 2025

Photo from inside State Street Garage facing Frances Street Garage and State Street - April 2, 2025

Potential Materials and Amenities

East Elevation of State Street Campus Garage facing Hawthorne Court. Public art location identified in red.

Elevation of South Bus Terminal Wall. Public art location identified in red.

Elevation of North Bus Terminal Wall. Public art location identified in red.

Existing amenities and materials include:

1. Shape: The court connects to the bus terminal forming an L, creating a continuous canvas.

2. Walls: large expanses of burnished cement block wall uninterrupted by any architectural detail.

3. Railings: Cable railings run the length of the garage. Airflow and some visibility need to be maintained. Anything proposed to attach to the railings needs to integrate with the existing railing and be reviewed by a structural engineer.

4. Bridges: Two sets of two bridges will cross the expanse of Hawthorne court from the State Street Campus Garage to Frances Street Garage. They will have low concrete walls which will be visible from University Ave and State Street. One bridge abuts a snow shoot, which should either be avoided or the art must be able sustain exposure to heavy snowfall brushing up against it.

5. Lighting: Existing light fixture details can be provided, and locations can be adjusted. The number of existing light fixtures can be increased. Changes to existing fixture location and quantity shall be consulted with City Traffic Engineering & Parking for approval. Natural light shines into the court, which runs north – south. Any proposed lighting must provide adequate lighting for all Hawthorne Ct users and follow Madison General Ordinance 29.36.

6. Seating: There is a line of exterior benches proposed for the bus terminal. These benches have not yet been sourced and could be artist-designed as part of this project.

7. Electricity: There are multiple access points and the ability to pull power from the existing system.

8. Roadway: Hawthorne Court may be actively in use by intercity buses during installation. Please be advised this may need to coordinate with live traffic conditions. City staff will provide guidance and direction once installation dates are determined.

Conceptual & Material Requirements

The Madison Arts Commission and the Ad Hoc State Street Campus Garage/Hawthorne Court Public Art Committee are interested in a vibrant artwork that uses, incorporates, or plays with light. The work could be self-illuminated or use natural or existing lighting conditions. It should engage viewers close-up and https://library.municode.com/wi/madison/codes/code_of_ordinances?nodeId=COORMAWIVOIICH20--31_CH29BUCO_OULI_29.36OULI from a distance. The work must add beauty and visual interest to the site, making it more welcoming for pedestrians while encouraging them to move through the street and not block terminal access.

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 maintenance 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 is open to all artists, artist teams, or arts companies 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 with a similar budget. They should have the vision and skills required to complete the commission to the highest standards of artistic and technical expertise.

Budget and Honorarium Design Fee

Honorarium for Design Fee Up to 3 artists will be selected as Finalists to submit site specific Applications for Phase II. Finalists are eligible for a $2,000 honorarium to cover all costs associated with design, presentation, travel, community engagement, mandatory meetings, and promotion upon completion. The honorarium will be paid in 2 payments: $1,000 upon receipt of an invoice following announcement as finalist; $1,000 upon receipt of an invoice after the design proposal is received and required presentations and community engagement is complete.

Art Commission Budget for Site Specific Work The total budget for this project is $320,000. This must cover all costs associated with the design, fabrication and installation of the proposed artwork including but not limited to design changes as requested by Commissioners or staff, presentation, community engagement, artist fees, insurance, engineering and safety review, travel, materials, tools, labor, transport, installation, contingencies and all other costs required for completion of the artwork.

Anticipated Project Schedule

August 22, 2025 Phase I Request for Qualifications (RFQ) opens

September 8, 2025 Due date for questions about RFQ

September 25, 2025 Phase I RFQ Applications Due at 2:00 PM CDT

September – October, 2025 Finalists selected and notified of their invitation to continue to Phase II Site Specific Design Applications

November 14 or 21, 2025 Required finalist orientation and site visit

December 3, 2025 Due date for questions about site, design process, etc.

January 13, 2026 Phase II Site Specific Design Applications Due at 2:00 PM

CDT

February 12, 2026 Virtual presentations to the Ad Hoc State Street Campus Garage/Hawthorne Court Committee

February 18, 2026 Award notification for winning design

February 18 – March 2, 2026 Design changes (if needed); Artist engineering & safety review (structural and/ or electrical engineering and other details necessary for approval)

April, 2026 Contract Negotiations

May – August 2026 Fabrication

September – October 2026 Installation, Reception, Artist Talk

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 your name or name of team lead):

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, and community engagement 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, 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 image 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

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.

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 (RFQ)

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

2. The Ad Hoc State Street Campus Garage/Hawthorne Court Public Art Committee will recommend 3 finalists to design site specific Applications based on qualifications and completed projects.

3. The Selection Panel for this project will be the Ad Hoc State Street Campus Garage/Hawthorne

Court Public Art Committee who will make recommendations to the Madison Arts Commission.

They will receive input from Planning, Engineering, Parking Division, Traffic Engineering, other City staff, Common Council Representatives, and stakeholders.

Phase I – RFQ 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, and conceptual and technical quality. [30%]

2. 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. [25%] https://airtable.com/appEUO7ujCVBWLxN0/pagn0707kQhWlf1i8/form

3. Feasibility: Application demonstrates a record of timely completion of projects, the ability to meet deadlines and budgets, work cooperatively with designers, contractors, engineers and project managers. [20%]

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

5. 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 Applications

1. Finalists chosen from RFQ applicants will receive a $2,000 honorarium for the design Applications described in item 5.9.

2. Finalists will be invited to a mandatory in-person orientation, site visit and community meeting with City Staff & stakeholders.

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

4. 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.

5. 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 in production (if any)

g. Itemized budget totaling no more than $320,000 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.

6. Design Applications will be publicly displayed & shared via a community survey.

7. The Ad Hoc State Street Campus Garage/Hawthorne Court Public Art Committee will provide a recommendation to be voted on by the Madison Arts Commission.

8. The winning Finalist may need to make design modifications 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.

9. Final designs must be approved by the City of Madison Common Council before fabrication.

10. After Common Council approval, the winning Finalist will execute a contract.

Phase II – RFQ 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, and shows a high degree of technical proficiency. [25%]

2. Content: The design uses light as a medium, affirms the character and context of the site, and contributes to making Downtown Madison a cultural destination; The proposal expresses how the content connects to the site users, stakeholders, and community at large. [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 RFQ; the materials are durable, sustainable, and will minimize operational/maintenance costs and energy needs. [15%]

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. [15%]

6. 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.

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

6 HOW TO SUBMIT YOUR QUALIFICATION

Qualification Checklist

Submit your Qualification by the Deadline

Submit your Application through Airtable by September 25, 2025 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 14068-0-2025-BP on your Qualification and all other communication to the City.

For email, include RFQU 14068-0-2025-BP in the subject line.

For example, an email subject line could read: RFQU 14068-0-2025-BP Public Art - State Street Campus Garage Questions.

Format

• Electronic – Qualifications are submitted electronically.

• 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.

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?

Addendum # _______

Addendum # _______

Questions

You can ask questions about the RFQU until the deadline for questions of September 8, 2025 at 2:00 PM Central Time.

Email questions to Brian Pittelli at bpittelli@cityofmadison.com. Remember to include RFQU 14068-0- 2025-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

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 September 25, 2025 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 RFQu 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 bidders 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 Administrator, the Artist shall design, fabricate, transport, and install the Work and its individual features to meet the exact locations of the Site.

3. CHANGES IN DESIGN.

The Artist shall create the Work in accordance with the proposed design concept (Attachment A) and with the approved Design Development/Engineering Documents. Recognizing that the change in scale from initial to final design may require adjustments, the Artist has the right to make minor changes in the Work that are structurally and aesthetically necessary. However, any change in scope, design, or material that alters the original and approved concept and design of the Work, or affects installation, scheduling, site preparation, location, or maintenance for the Work shall require the prior review and approval of the Arts and Culture Administrator and the City Engineer or their designee.

4. SITE PREPERATIONS.

The City shall be responsible for all expenses, permits, labor, and equipment, to prepare the Site for the timely installation of the Work, including but not limited to excavation, foundation preparation, concrete footer and base installation, protection and safety of the work site, and insurance. The Artist shall be responsible for directing City contractors on proper installation of the Work and remaining on site for the duration of the installation.

5. COMPENSATION AND PAYMENT SCHEDULE.

As payment for the services of the Artist and for the completed Work, the City will pay the Artist a total of _________which shall constitute full compensation from the City to the Artist for all costs incurred in the creation of the Work, including, but not limited to fees, materials, labor of the Artist and the Artist’s assistants, subcontractors, studio and operating costs applicable to this project, travel costs for the Artist to visit and research the Site, transportation of the Work to the Site, insurance, and any costs incurred by the Artist for…