2024-11 RFP_v.F.pdf

CITY OF GREEN BAY

REQUEST FOR PROPOSAL

RFP: #2024-11

Title: Large Scale Public Art - COGB

City Agency: Green Bay Public Arts Commission

Due Date: June 06, 2024, 2:00 PM (CT)

CC: 05200, 96104, 96207

REQUEST FOR PROPOSAL RFP #2024-11

Page i

Table of Contents

1 NOTICE TO PROPOSERS

1.1 Summary

1.2 Important Dates

1.3 Format

1.4 Labeling

1.5 Delivery of Proposals

1.6 Appendix A: Standard Terms & Conditions

1.7 Appendix B: Sample Contract for Purchase of Services

1.8 Multiple Proposals

1.9 City of Green Bay Contact Information

1.10 Inquiries, Clarifications, and Exceptions

1.11 Addenda

1.12 Proposal Distribution Networks

1.13 Oral Presentations/Site Visits/Meetings

1.14 Acceptance/Rejection of Proposals

1.15 Withdrawal of Revision of Proposals

1.16 Subcontracting or Third Party Payments

1.17 Non-Restrictive Specifications and Vendor Alternates

1.18 Non-Material and Material Variances

1.19 Public Records

1.20 Contract Quantities

1.21 Usage Reports

1.22 Partial Award

1.23 Negotiate Contract Terms

1.24 Cooperative Purchasing

1.25 Tax Exempt

1.26 Appeals Process

1.27 Proposers Responsibility

2 DESCRIPTION OF SERVICES/COMMODITIES

2.1 Mission Statement

2.2 Project Intent

2.3 Site Information

2.4 Site Visit

Page ii

2.5 Project Amount

2.6 Scope of Work

2.7 Selection Process & Criteria

2.8 Application Qualification Requirements

2.9 PHASE I – Proposers Mandatory Requirements

2.10 Award and Final Offers

2.11 Eligibility Criteria

2.12 Ownership & Copyright

2.13 Insurance Requirements (If Awarded)

2.14 Term

2.15 Questions/Follow Up

2.16 PHASE II – Design (Invitation Only) for Site Specific Proposals

2.17 PHASE II – Scoring Criteria

2.18 Submittal Requirements

3 REQUIRED INFORMATION AND CONTENT FOR SUBMITTAL OF PROPOSALS

3.1 FORM A – Image List

3.2 FORM B – Signature Affidavit

3.3 FORM C – Submittal Checklist

3.4 FORM D – Vendor Profile Information

3.5 FORM E – References

1 NOTICE TO PROPOSERS

1.1 Summary

The City of Green Bay Public Arts Commission (“City”) is soliciting proposals from qualified Vendors for Large Scale Public Art - COGB. Vendors submitting proposals (“Proposers”) are required to read this Request for Proposals (“RFP”) in its entirety and follow the instructions contained herein.

1.2 Important Dates

Deliver proposals no later than the due date and time indicated below. The City will reject all late proposals:

RFP Issue Date: 05/16/2024 Questions Due Date: 05/28/2024 Addendum Posted Date: 05/30/2024 Phase I Due Date: June 06, 2024 @ 2:00 PM (CT)

1.3 Format

The City will NOT consider illegible proposals.

Elaborate proposals (i.e., expensive artwork) beyond that sufficient to present a complete and effective proposal, are not necessary or desired.

Please include one (1) original and three (3) copies of your proposal. Please include an electronic proposal in a PDF format stored via USB Flash Drive identical in content and sequence to hardcopy proposals submitted.

Phase I - Complete and return Forms A through E to the City of Green Bay Purchasing Department by June 06, 2024 @ 2:00 PM CST.

To achieve a uniform review process and obtain the maximum degree of compatibility, it is required that the proposals be organized in the manner specified in Section 2.9.

1.4 Labeling

All proposals must be clearly labeled accordingly:

Proposer’s Name and Address

RFP: #2024-11

Title: Large Scale Public Art - COGB Due: June 06, 2024 @ 2:00 PM (CT)

All email correspondence must include RFP #2024-11 in the subject line.

1.5 Delivery of Proposals

For delivery of hard copies, send via sealed envelope by U.S. Mail, Common Carrier, or In-Person.

City of Green Bay Purchasing Department 100 North Jefferson St. Room – 101 Green Bay, WI 54301

Proposals must be delivered as instructed. Deliveries to other City departments and/or locations may result in disqualification.

NOTE: When mailing your response via third-party delivery service, the outside of the package MUST be clearly marked with the RFP Number and Title. This ensures that the proposal can be delivered to the correct purchasing agent without having to open the proposal.

1.6 Appendix A: Standard Terms & Conditions

Proposers are responsible for reviewing Appendix A, the Standard Terms and Conditions, prior to submission of their proposals. City of Green Bay Standard Terms and Conditions are the minimum requirements for the submission of proposals.

1.7 Appendix B: Sample Contract for Purchase of Services

Proposers are responsible for reviewing Appendix B, Sample Contract, prior to submission of their proposals. The Sample Contract for Purchase of Services shall serve as the basis of the contract resulting from this RFP. The terms of this template contract shall become contractual obligations following an award of the RFP. By submitting a proposal, Proposers affirm their willingness to enter into a contract containing these terms.

The City of Green Bay utilizes a web based electronic signature program (DocuSign) for the execution of contracts that do not require notarization. By submitting your proposal, you are agreeing to the use of this program to sign documents should you receive an award. There is no cost to the Proposer associated with this process.

1.8 Multiple Proposals

Multiple proposals from Proposers are permitted; however, each must fully conform to the requirements for submission. Proposers must sequentially label (e.g., Proposal #1, Proposal #2) and separately package each proposal. Proposers may submit alternate pricing schemes without having to submit multiple proposals.

1.9 City of Green Bay Contact Information

The City of Green Bay Purchasing Department administers the procurement function:

Troy Van Handel City of Green Bay Purchasing Department 100 North Jefferson St. Room – 101 Green Bay, WI 54301

PH: (920) 448-3049

purchasingag@greenbaywi.gov

Contacting City staff outside the Purchasing Department regarding this RFP without written consent from the Purchasing Department may result in your proposal being rejected.

1.10 Inquiries, Clarifications, and Exceptions

Proposers are to raise any questions they have about the RFP document without delay. Direct all questions, in writing, to the Purchasing Department administrator listed in Section 1.10.

mailto:purchasingag@greenbaywi.gov

Proposers finding any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this RFP document shall immediately notify the Buyer and request clarification. In the event that it is necessary to provide additional clarification or revision to the RFP, the City will post addenda – See Section 1.11 below. Proposers are strongly encouraged to check for addenda regularly.

Proposals should be as responsive as possible to the provisions stated herein. A prospective Vendor may take “exception” to proposal terms, conditions, specifications, and dates stated within the proposal package. However, the City of Green Bay reserves the right to disqualify any and all proposals submitted which include exceptions, if deemed not in the City’s best interests.

1.11 Addenda

In the event that it is necessary to provide additional clarification or revision to the RFP, the City will post addenda to its proposals distribution websites – See Section 1.12 below. It is the Proposers responsibility to regularly monitor the websites for any such postings. Proposers must acknowledge the receipt of any addenda on Form C. Failure to retrieve addenda and include their provisions may result in disqualification.

1.12 Proposal Distribution Networks

The City of Green Bay posts all Request for Proposals, addenda, tabulations, awards, and related announcements on two distribution networks – VendorNet and DemandStar. The aforementioned documents are available exclusively from these websites. It is the Proposers responsibility to regularly monitor the proposal distribution network for any such postings. Proposers failure to retrieve such addenda and incorporate their appropriate provisions in their response may result in disqualification. Both sites offer free registration to City Proposers.

State of Wisconsin VendorNet System: http://vendornet.state.wi.us/vendornet

State of Wisconsin and local agencies proposal network. Registration is free.

DemandStar: www.demandstar.com

National proposal network – Free subscription is available to access proposals from the City of Green Bay and other Wisconsin agencies, participating in the Wisconsin Association For Public Procurement. A fee is required if subscribing to multiple agencies that are not included in (WAPP).

1.13 Oral Presentations/Site Visits/Meetings

Proposers may be asked to attend meetings, make oral presentations, inspect City locations or make their facilities available for a site inspection as part of this RFP process. Such presentations, meetings or site visits will be at the Proposers expense.

1.14 Acceptance/Rejection of Proposals

The City reserves the right to accept or reject any or all proposals submitted, in whole or in part, and to waive any informalities or technicalities, which at the City's discretion is determined to be in the best interests of the City. Further, the City makes no representations that a contract will be awarded to any Proposer responding to this request. The City expressly reserves the right to reject any and all proposals responding to this invitation without indicating any reasons for such rejection(s).

http://vendornet.state.wi.us/vendornet http://www.demandstar.com/

The City reserves the right to postpone due dates and openings for its own convenience and to withdraw this solicitation at any time without prior notice.

1.15 Withdrawal of Revision of Proposals

Proposers may, without prejudice, withdraw proposals submitted prior to the date and time specified for receipt of proposals by requesting such withdrawal before the due time and date of the submission of proposals. After the due date of submission of proposals, no proposals may be withdrawn for a period of 90 days or as otherwise specified or provided by law. Proposers may modify their proposals at any time prior to opening of proposals.

1.16 Subcontracting or Third Party Payments

All subcontracting shall be pre-approved upon award by the City before any work begins.

Subcontractors must abide by all terms and conditions of the proposal. The prime contractor shall be responsible for all subcontractor(s) work and payment.

1.17 Non-Restrictive Specifications and Vendor Alternates

Specifications are intended to define the general level of quality and performance of this purchase and not to restrict competition. Vendors may offer one or more alternates with lesser or greater features, however the City reserves the right to make its selection based on the best interest of the City. Vendors offering alternates shall submit, with their quote, an itemized comparison with this specification, documenting equivalence for quality, performance, etc. Failure to identify exceptions or deviations in this manner may be a basis to declare the quote as non-responsive. If in your opinion, any of the specifications, terms and conditions of this RFP prevents you from offering a quote, consideration will be given to a Vendor’s request for change.

1.18 Non-Material and Material Variances

The City reserves the right to waive or permit cure of nonmaterial variances in the offer if, in the judgment of the City, it is in the City’s best interest to do so. The determination of materiality is in the sole discretion of the City.

1.19 Public Records

Proposers are hereby notified that all information submitted in response to this RFP may be made available for public inspection according to the Public Records Law of the State of Wisconsin or other applicable public record laws. Information qualifying as a “trade secret”⎯defined in State of Wisconsin Statutes⎯may be held confidential.

Proposers shall seal separately and clearly identify all information they deem to be “trade secrets,” as defined in the State of Wisconsin Statutes. Do not duplicate or co-mingle information, deemed confidential and sealed, elsewhere in your response.

S. 19.36(5)

(5) TRADE SECRETS. An authority may withhold access to any record or portion of a record containing information qualifying as a trade secret as defined in s. 134.90(1)(c).

s. 134.90(1)(c)

(c) “Trade secret” means information, including a formula, pattern, compilation, program, device, method, technique, or process to which all of the following apply:

1. The information derives independent economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by, other persons who can obtain economic value from its disclosure or use.

2. The information is the subject of efforts to maintain its secrecy that are reasonable under the circumstances.

The City cannot ensure that information will not be subject to release if a request is made under applicable public records laws. The City cannot consider the following confidential: a proposal in its entirety, price proposal information, or the entire contents of any resulting contract. The City will not provide advance notice to Proposers prior to release of any requested record.

To the extent permitted by such laws, it is the intention of the City to withhold the contents of proposals from public view⎯until such times as competitive or bargaining reasons no longer require non-disclosure, in the City’s opinion. At that time, all proposals will be available for review in accordance with such laws.

1.20 Contract Quantities

The estimated annual quantities identified within this RFP are for proposal purposes only and are based on historical data. The City does not guarantee to purchase any specific quantity or dollar amount. Proposals that state the City must guarantee a specific quantity or dollar amount may be disqualified.

1.21 Usage Reports

Annually, the successful Proposers shall furnish to City Purchasing usage reports summarizing the ordering history for each department served during the previous contract year. The report, at a minimum, must include each and every item or service ordered during the period, its total quantities and dollars by item/service and in total. The City reserves the right to request usage reports at any time and request additional information, if required, when reviewing contract activity.

1.22 Partial Award

Unless otherwise noted, it will be assumed that Proposers will accept an order for all or part of the items/services priced.

1.23 Negotiate Contract Terms

The City reserves the right to negotiate the terms of the contract, including the award amount, with the selected Proposer prior to entering into a contract. If contract negotiations cannot be concluded successfully with the highest scoring Proposer, the City may negotiate a contract with the next highest scoring Proposer.

1.24 Cooperative Purchasing

Proposers may choose to extend prices offered on proposals to other municipalities. Under Wisconsin Statutes, a municipality is defined as a county; city; village; town; school district; board of school directors; sewer district; drainage district; vocational, technical and adult education district; or any other public or quasi-public corporation, officer, board or other body having the authority to award public contracts. This is known as “cooperative” or “piggyback” purchasing, a practice common amongst units of government. The City is not responsible for any contract resulting from a cooperative purchase using this RFP as a basis; they are made solely between the Proposers and third-party unit of government.

1.25 Tax Exempt

The City of Green Bay as a municipality is exempt from payment of federal excise taxes and State of Wisconsin taxes per Wisconsin statute 77.54(9a). Federal Tax ID #39-6005458. A completed Wisconsin Department of Revenue Form S-211 (R.2-00) can be requested through the Purchasing Department. Our tax-exempt number is ES 047920.

1.26 Appeals Process

Notices of intent to protest and protests must be made in writing. Protestors should make their protests as specific as possible and should identify Wisconsin Statutes or City of Green Bay ordinance provisions that are alleged to have been violated.

The written notice of protest must be filed with the Procurement Manager, Green Bay, WI, 100 North Jefferson St. Room 101, Green Bay, WI 54301, and received no later than 72 business hours after the Intent To award Notice is issued.

1.27 Proposers Responsibility

Proposers shall examine this RFP and shall exercise their judgment as to the nature and scope of the work required. No plea of ignorance concerning conditions or difficulties that exist or may hereafter arise in the execution of the work under the resulting contract, as a consequence of failure to make necessary examinations and investigations, shall be accepted as an excuse for any failure or omission on the part of the Proposers to fulfill the requirements of the resulting contract.

2 DESCRIPTION OF SERVICES/COMMODITIES

2.1 Mission Statement

The Green Bay Public Arts Commission (GBPAC) focuses on the creation and preservation of public art within Green Bay, and ensuring equal access for all to enjoy and engage with public art. The GBPAC exists to fund artistic activities and support cultural programs that integrate and advance arts and culture as an essential part of life in Green Bay.

THIS CALL IS OPEN UNTIL JUNE 06, 2024 @ 2:00 PM (CT)

2.2 Project Intent

The objective of the Large-Scale Public Art Project RFP is to select an artist(s) to assist with diversifying the City's public art collection by either commissioning a new work(s) and/or purchasing an existing artwork(s) from artist(s) in all stages of their career. The City is seeking artwork that celebrates the importance of community and inspires the public to learn more about their neighbors and build community networks. All media in all genres, suitable for both interior and exterior public display, will be considered. At time of commission, artwork(s) created and/or purchased must be durable, permanent, low-maintenance, safe and appropriate for the general public, and in compliance with ADA guidelines upon installation. If applicable, exterior artwork must be resistant to Green Bay’s fluctuating weather conditions.

The City is seeking artwork that celebrates the importance of community and inspires the public to learn more about their neighbors and build community networks.

2.3 Site Information

Artist(s) will be selected to commission and/or purchase permanent artwork for publicly accessible areas. The City is open to artist suggested sites, and has identified several locations listed below that could accommodate public artwork.

1. City Hall Council Chambers (interior)

2. Greenspace Located At 109 Dousman Street (exterior)

3. Walnut Tunnel Along The Fox River Trail (exterior somewhat sheltered)

4. Wall Along The Fox River Trail Below the Dousman Bridge (exterior)

Photographs for these sites and/or aerial views are shown in the RFP below.

2.4 Site Visit

Before submitting a proposal for this work, the vendor shall examine the project area and familiarize himself/herself with the location and specifications, to determine for him/her the difficulties that will be encountered in the pursuit of the work.

1.) City Hall Council Chambers

1.) City Hall Council Chambers – Public Seating Area w/ Dimensions

1.) City Hall Council Chambers – Public Seating Area w/ Dimensions

1.) City Hall Council Chambers – Viewing Front Of Room w/ Dimensions

1.) City Hall Council Chambers - Viewing Back Of Room w/ Dimensions

2.) 109 Dousman Street – Street View Of The Greenspace (Note: The Moose Sculpture In The Image Is Temporarily Placed Here)

2.) 109 Dousman Street – Aerial View Of The Greenspace (Approx. 900 ft2)

3.) Fox River Trail Walnut Tunnel – (Note: The City Intends To Remove The Wall Mounted Fish Sculptures Currently In The Tunnel. Electrical Access Will Remain At The Site)

3.) Walnut Tunnel Fox River Trail – Aerial Expanded View Sketch w/ Dimensions.

4.) Dousman Bridge – Below Bridge, North Facing

2.5 Project Amount

Funded by the American Rescue Plan Act (ARPA), funds available are dedicated to either commission new permanent work(s) and/or purchase existing permanent artwork(s).

Project budget shall not exceed $50,000, all-inclusive. Artwork agreement will be $50,000 maximum for the artwork(s). The City reserves the right to split this budget between multiple applicants. Selected artists will need to provide with their final proposal a project budget for the artwork(s) and is considered all-inclusive of the following: materials, labor, fabrication, insurance, taxes, commissions, fees, shipping, delivery, installation, travel, lodging, display hardware, site preparation, footings and foundations, and project signage.

2.6 Scope of Work

Selected Artist(s) Scope Of Work: Commissioned Work

• Prepare design details, budgets, and concepts detailing every physical feature of the artwork(s) and its integration within the site.

• Work with City staff to finalize aesthetic design, fabrication methods and materials for Wisconsin’s outdoor environment, if applicable.

• Coordinate with City staff on artwork footing and lighting, if any.

• Create a presentation for the Public Arts Commission for review and approval.

• Fabricate, deliver, and install the artworks(s) on schedule.

• Complete a description of regular and long-term maintenance and the specifications for replacement of electronic components, if any. Material and color samples to be provided.

• Participate, as requested, in community outreach and dedication events.

• Other scopes of work that may be required by the City.

Selected Artist(s) Scope Of Work: Purchase Existing Work

• Except for fabricating the artwork design, scope of work includes all the scope in Commissioned Work above.

• If necessary, modify the artwork or artwork structure for installation and site needs for footing/landscaping.

2.7 Selection Process & Criteria

The Selection Committee will review all properly submitted proposals from which a short list of semi-finalists will be selected. If selected as a semi-finalist in Phase I, artists will be asked to submit a site-specific proposal to the Public Arts Commission for Phase II by July 4, 2024, to include concept, budget, and timeline. All semi-finalists will be awarded an honorarium to help defray the costs of the development of the proposal. The honorarium will be applied toward the commission amount for the artist(s) awarded the commission(s).

Schedule: Subject To Change:

• June 6, 2024 @ 2:00 PM (CT) – Deadline For Receipt of Preliminary Materials

• June 13, 2024 – Committee Review and Semi-Finalist Artist Notification

• July 4, 2024 – Semi-Finalists Submissions and Final Selection

• Spring 2025 – Artwork Complete

A Submission Review Team of artists, art professionals, and City staff will score applications based on the selection criteria listed below and provide results to the Public Arts Commission. The Public Arts Commission will be responsible for selecting final artwork(s) to be permanently displayed.

Artists included in the final pool is not a guarantee of selection.

The selection criteria shall include, but is not limited to:

• Level of Artistic Ability

• Quality of the Previous Artwork

• Artist(s’)/Organization’s history and ability to produce and deliver quality artwork

• Artist’s ability to celebrate community and encourage community networks

• Artists/Organizations whose artwork is selected will be required to enter into an agreement with the City of Green Bay.

Payment will be made upon completion of the terms of the agreement. Once delivery and installation of artwork is completed, final payment will be processed and issued.

2.8 Application Qualification Requirements

DEADLINE FOR PHASE I SUBMISSIONS: Thursday, June 6, 2024 @ 2:00 PM (CT)

Please read the following carefully as incomplete or late submissions will not be accepted.

Supplemental information beyond what is requested will not be reviewed by the Submission Review Team or Public Arts Commission. Failure to provide any of the published requirements will result in disqualification. All materials must be submitted according to the specifications outlined below.

APPLICANTS ONLY NEED TO SUBMIT PHASE I TABS AT THIS TIME

2.9 PHASE I – Proposers Mandatory Requirements

Accepted proposals will be reviewed by an evaluation committee and scored against the stated criteria. The committee may review references, request interviews/presentations, conduct demonstrations and/or conduct on-site visits. The resulting information may be used to score the proposals. The evaluation committee's scoring will be tabulated, and proposals ranked based on the numerical scores received.

For proposals to be considered for evaluation in Phase I, artists must submit a proposal that includes the following TABS with detailed information requested per TABS below.

1. Statement of Interest (30 Points):

• Not to exceed two (2) pages. Address your response to this project opportunity, experience, philosophy, statement of approach, project inspiration, and any other relevant information to the artwork being considered. The letter should provide a description of how your professional background relates to this art project. Briefly describe your interest in adding to Green Bay’s public art collection and what you can bring to this project to help celebrate the importance of community and inspire the public to build community networks.

2. Current Resume(s) & Support Materials (20 Points):

• Not to exceed two (2) pages. Include artist’s training and professional experience plus additional support materials of press clippings or other relevant materials on past projects, career advancements, professional accomplishments, and training relevant to the proposed artwork. If applicable, organizations submitting on behalf of an artist(s) shall include a brief statement on the history and relevant programming/experience of the organization. Proposed projects with multiple artists shall include resumes for all involved artists.

3. Representative Work & Documentation (40 Points):

• Not to exceed five (5) pages. Up to five (5) previously completed projects that show relevance to this project. Briefly describe images, including budget for projects, title, completion dates, dimensions, media, location and other essential information.

• Images must be JPEG 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 Index For Representative Work (10 Points): See FORM A – Image List

• An annotated image list, clearly labeled with your full name and information and a numerical listing for each image, the title of the work, budget, year completed, dimensions, and media. Please use Form A: Image List located at the end of this RFP.

2.10 Award and Final Offers

Award will be granted in one of two ways. The award may be granted to the highest scoring responsive and responsible proposers after the evaluation process is complete. Alternatively, the highest proposer or proposers may be requested to submit best and final offers. If the City requests best and final offers, they will be evaluated against the stated criteria, scored, and ranked by the evaluation committee. The award will then be granted to the highest scoring proposers following that process. However, a proposer should not expect that the City will request a best and final offer.

After an award is made, a proposal tabulation summary will be available through DemandStar.

Proposal results will not be given over the telephone. Award will be based on overall best value to the City and not based solely on lowest price.

2.11 Eligibility Criteria

The project is open to all professional artists located in the continental U.S.A., age 18 and over, regardless of race, color, religion, national origin, gender, age, marital status, or physical or mental ability. City of Green Bay employees, as well as Commission members and their immediate family members are not eligible for participation.

2.12 Ownership & 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 finSalist concept designs and shall have the exclusive right to display the work, merchandise and make reproductions of the work. Any contract under this program shall recognize the unique responsibilities of a municipality 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 Green Bay Public Arts Commission, the Public Arts Coordinator 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.

2.13 Insurance Requirements (If Awarded)

Refer to Appendix B - Contract For Purchase of Services

2.14 Term

Refer to Appendix B – Contract For Purchase of Services

2.15 Questions/Follow Up

Please email for assistance, advice, or questions:

Troy Van Handel City of Green Bay Purchasing Department 100 North Jefferson St. – Room 101 Green Bay, WI 54301 Phone: (920) 448-3049 Fax: (920) 448-3050 Email: purchasingag@greenbaywi.gov mailto:purchasingag@greenbaywi.gov

PHASE II - APPLICANTS ARE NOT TO SUBMIT PHASE II FULL PROJECT PROPOSALS AT THIS

TIME. SEMI-FINALISTS WILL BE NOTIFIED BY JUNE 13, 2024.

MOVE TO SECTION 3 – REQUIRED INFORMATION & CONTENT FOR SUBMITTAL OF PROPOSALS.

2.16 PHASE II – Design (Invitation Only) for Site Specific Proposals

1. Semi-Finalists may be invited to interviews with the Selection Panel to discuss their experience and their approach to public art in general and their response to this Large-Scale Public Art opportunity.

2. Semi-Finalists will be required to submit full project proposals and may present sketches/design concepts to a committee, public, and/or city officials.

3. Design concepts may be publicly displayed.

4. Recommendations from the Selection Panel will be forwarded to the Public Arts Commission for final approval.

5. The winning design artist(s), team selected for the project will enter into a professional contract after successful negotiations, which may include Best and Final offer negotiations.

2.17 PHASE II – Scoring Criteria

Phase II - All proposals will be scored using the following criteria – each category has an assigned point value.

Points Description

Project Proposal: Compliments and enhances the selected site and does not detract or hinder current site uses while maintaining flexibility and timelessness. Celebrates the importance of community and inspires the public to build community networks.

Public Safety: Proposal is safe and suitable for the public. Project materials are durable and artwork creation is well thought out.

Feasibility: Demonstrates ability to adhere to project timeline and produce a high-quality piece. Applicant clearly lays out planned project timeline.

Maintenance: Applicant addresses long term maintenance planned for the future of the work. List materials chosen along with long-term maintenance plan.

10 Price: Shall include detailed budget.

100 TOTAL POINTS

2.18 Submittal Requirements

1. Application Cover Sheet: Complete, sign and date the attached application cover sheet.

2. Written Proposal: Narrative summary describing the proposed original and project specific artwork. Must include specific site location.

3. Itemized Budget: Include all aspects of design, complete installation, artist design fees and fabrication. Please make note of complete installation including base, lighting, landscaping, and any other applicable components.

4. Concept Drawings/Illustrations of Proposed Original & Site-Specific Artwork: Submit printed drawings, images, color sketches or mock-up of the proposed artwork OR submit digital images in PDF or JPG format on a thumb drive.

APPLICATION COVER SHEET

RFP #2024-11 Large Scale Public Art - COGB

This form must be returned with your response.

Applicant Contact Information

Name: Individual or Team(s): ________________________________________________________________________

Address:___________________________________________________________________________________________

Phone(s): __________________________________________________________________________________________

Email: _____________________________________________________________________________________________

Website: __________________________________________________________________________________________

Total Budget/Cost: $ ___________________Total Number of Art Pieces Included In Proposal: ______________

Please Briefly Describe The Following If Applicable. If Not, Indicate With N/A.

Special Lighting Required: __________________________________________________________________________

Other Special Requirements: ________________________________________________________________________

Installation Time Required: __________________________________________________________________________

Maintenance Requirements (Describe Annual & Ongoing): _____________________________________________

Artist Maintains/Meets Liability Insurance Policy: Yes / No If no, please explain: ______________________

Please Check The Following Items To Indicate They Are Included:

Written Proposal

Itemized Budget

Concept Drawings (Including Color Sketch or Digital Rendition)

Name (Signature) Name (Print) Date

3 REQUIRED INFORMATION AND CONTENT FOR SUBMITTAL OF PROPOSALS

3.1 FORM A – Image List

3.2 FORM B – Signature Affidavit

3.3 FORM C – Submittal Checklist

3.4 FORM D – Vendor Profile Information

3.5 FORM E – References

FORM A – IMAGE LIST

This form must be returned with your response.

ARTIST NAME

EMAIL ADDRESS

Image # Title Of Work Budget Year Completed Approx.

Dimension Medium

FORM B – SIGNATURE AFFIDAVIT

This form must be returned with your response.

In signing Bids/Proposals, we certify that we have not, either directly or indirectly, entered into any agreement or participated in any collusion or otherwise take any action in restraint of free competition; that no attempt has been made to induce any other person or firm to submit or not to submit Bids/Proposals, that Bids/Proposals have been independently arrived at, without collusion with any other Proposers, competitor or potential competitor; that Bids/Proposals have not been knowingly disclosed prior to the opening of Bids/Proposals to any other Bidders/Proposers or competitor; that the above statement is accurate under penalty of perjury.

The undersigned, submitting this Bid/Proposal, hereby agrees with all the terms, conditions, and specifications required by the City in this Request for Bids/Proposals, declares that the attached Bids/Proposals and pricing are in conformity therewith, and attests to the truthfulness of all submissions in response to this solicitation.

Bidders/Proposers shall provide the information requested below. Include the legal name of the Bidders/Proposers and signature of the person(s) legally authorized to bind the Bidders/Proposers to a contract.

Has your company ever been debarred? No Yes (if yes, please explain)

COMPANY NAME

PRINT NAME DATE

SIGNATURE

FORM C – SUBMITTAL CHECKLIST

This form must be returned with your response.

Proposers hereby acknowledge the receipt and/or submittal of the following forms:

Forms Initial to

Acknowledge

SUBMITTAL

Initial to Acknowledge

RECEIPT

Description of Services/Commodities N/A

Form A: Signature Affidavit N/A

Form B: Receipt of Forms and Submittal Checklist N/A

Form C: Vendor Profile N/A

Form D: Proposal Offer Form N/A

Form E: References N/A

Statement of Qualifications (SOQ) if necessary

Appendix A: Standard Terms & Conditions N/A

Appendix B: Contract for Purchase of Services N/A

Addendum #

Addendum #

Addendum #

Addendum #

COMPANY NAME

FORM D – VENDOR PROFILE INFORMATION

This form must be returned with your response.

COMPANY INFORMATION

COMPANY NAME (Make sure to use your complete, legal company name.)

FEIN

(If FEIN is not applicable, SSN collected upon award)

CONTACT NAME TITLE

TELEPHONE NUMBER FAX NUMBER

EMAIL

ADDRESS CITY STATE ZIP

ORDERS/BILLING CONTACT

ADDRESS WHERE CITY PURCHASE ORDERS/CONTRACTS ARE TO BE MAILED AND PERSON THE

DEPARTMENT CONTACTS CONCERNING ORDERS AND BILLING.

CONTACT NAME TITLE

TELEPHONE NUMBER FAX NUMBER

EMAIL

ADDRESS CITY STATE ZIP

PROCUREMENT CARD (P-CARD)

STATE IF COMPANY ACCEPTS PAYMENT BY CREDIT CARD:

The City does not pay service charges. YES or NO

The City of Green Bay has implemented a Procurement Card (P-Card) Program. Proposers must have the capability to accept credit cards for payments or must be willing to take the necessary steps in order to accept credit card payments by the City prior to the implementation of this agreement as the City may opt to use the P-Card as its method of payment.

While acceptance of credit cards for payments may be mandatory, this shall not be the City’s exclusive method of payment. Proposers shall not charge a surcharge, convenience fee or any other fees associated with the acceptance of payment by the City’s P-Card.

FORM E – REFERENCES

This form must be returned with your response.

REFERENCE #1 – CLIENT INFORMATION

COMPANY NAME CONTACT NAME

ADDRESS CITY STATE ZIP

TELEPHONE NUMBER FAX NUMBER

EMAIL

CONTRACT PERIOD YEAR COMPLETED TOTAL COST

DESCRIPTION OF THE PERFORMED WORK

REFERENCE #2 – CLIENT INFORMATION

COMPANY NAME CONTACT NAME

ADDRESS CITY STATE ZIP

TELEPHONE NUMBER FAX NUMBER

EMAIL

REFERENCE #3 – CLIENT INFORMATION

COMPANY NAME CONTACT NAME

ADDRESS CITY STATE ZIP

TELEPHONE NUMBER FAX NUMBER

EMAIL

Appendix A City of Green Bay

Solicitations Standard Terms and Conditions

General. Throughout this document, "City of Green Bay," "City" and "Purchasing" shall be synonymous and mean the City of Green Bay. The words "bid" and "proposal" are synonymous, as are the words "bidder," "proposer," “vendor,” and "contractor." The phrases "request for proposal," "request for bids," “request for quotes,” “quote,” "request," "invitation," and "solicitation" shall also be synonymous.

As applied to the winning or selected bidder, the words "bid," "proposal," and "contract" are synonymous.

Purchase Order. A City Purchase Order or other Contract may be issued to the awarded Vendor and shall constitute the entire agreement of the City and Vendor and no other terms and conditions, whether oral or written, shall be effective or binding unless expressly agreed to in writing by the City following issuance of the Purchase Order.

If a Purchase Order is not executed, this Request for Bids Standard Terms and Conditions, the City’s published Request for Bids, and the version of the Vendor’s bid that was accepted by the City, shall constitute a contract and will be the entire agreement.

Bid Selection. This Request for Bids does not commit the City to award a contract, pay any costs incurred in preparation of bids, or to procure or contract for services or equipment. The City reserves the right to postpone due dates and openings for its own convenience and to withdraw this Request for Bids at any time without prior notice. The City reserves the right to accept or reject any or all bids submitted, without indicating any reasons for such rejections(s), in whole or in part, and to waive any informalities or technicalities which at the City’s discretion are determined to be in the best interests of the City. The City may require the Vendor to participate in negotiation and to submit such additional price or technical or other revisions to its bids as may result from negotiation. The Vendor shall be responsible for all costs incurred as part of its participation in the pre-award process.

Addenda. Changes affecting the specifications will be made by addenda. Changes may include, or result in, a postponement in the bid due date. Vendors are required to complete the Vendor Response Sheet, acknowledging receipt of all parts of the bid, including all addenda.

Price Proposal. All Vendors are required to identify the proposed manufacturer and model, and to indicate the proposed delivery time on the attached Proposal Form. Failure to do so may cause the bid to be considered not responsive. If desired, the Vendor may include product literature and specifications. The price quoted will remain firm throughout each contract period. If price escalation/de-escalation clause is required that will be negotiated into Contract Terms.

Price Inclusion. The price quoted in any bid shall include all items of labor, materials, tools, equipment, and other costs necessary to fully complete the furnishing and delivery of equipment or services pursuant to the specifications attached thereof. Any items omitted from the specifications that are clearly necessary for the completion of the project shall be considered a portion of the specifications although not directly specified or called for in these specifications.

Pricing and Discount. Unit prices shown on the bid/proposal or contract shall be the price per unit of sale (e.g., gal., cs., doz., ea., etc.) as stated on the bid/proposal or contract. For any given item, the quantity multiplied by the unit price shall establish the extended price. If an apparent mistake exists in the extended price, the unit price shall govern in the bid/proposal evaluation and contract administration.

In determination of award, discounts for early payment will only be considered when all other conditions are equal. Early payment is defined as payment within fifteen (15) days providing the discount terms are deemed favorable. All payment terms must allow the option of Net 30.

F.O.B. Destination Freight Prepaid. Bid prices must include all handling, transportation and insurance charges.

Failure to bid FOB Destination Freight Prepaid may affect acceptance of submittals.

Award. The City will have sole discretion as to the methodology used in making the award. Where none is specified, the award will be made to the lowest responsible Vendor in compliance with the specifications and requirements of this solicitation. Award will be made to the responsible and responsive Vendor whose bid is most advantageous to the City with price and other factors considered.

Responsiveness is defined as the Vendor’s conformance to the requirements of the solicitation. Being not responsive includes the failure to furnish information requested.

Responsibility is defined as the Vendor’s potential ability to perform successfully under the terms of the proposed Contract. A responsible Vendor has adequate financial resources or the ability to obtain said resources; can comply with required delivery considering 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.

The right is reserved to make a separate award of each item, group of items or all items, and to make an award in whole or in part, whichever is deemed in the best interest of the City.

The City reserves the right to refuse to accept any bid from any person, firm, or corporation that is in arrears or is in default to the City, or has failed to perform faithfully any previous contract with the City. If requested, the Vendor must present within five (5) working days, a Statement of Qualifications (SOQ), consisting of evidence satisfactory to the City of performance ability, possession of necessary facilities, financial resources, adequate insurance, and any other resources required to determine the Vendor’s ability to comply with the terms of this solicitation document.

Specifications.

All Vendors must be in compliance with all specifications and any drawings provided with this solicitation.

Exceptions taken to these specifications must be noted on your bid. When specific manufacturer and model numbers are used, they are to establish a design, type, construction, quality, functional capability and/or performance level desired. When alternates are bid/proposed, they must be identified by manufacturer, stock number, and the Vendor/proposer is responsible for providing sufficient information to establish equivalency. The City shall be the sole judge of equivalency. Vendors are cautioned to avoid bidding alternates that do not meet specifications, which may result in rejection of their bid/proposal.

Warranty. Unless otherwise specifically stated by the Vendor, products shall be warranted against defects by the Vendor for one (1) year from the date of receipt. If Vendor or manufacturer offers warranty that exceeds one year, such warranty shall prevail.

Ownership of Printing Materials. All artwork, camera-ready copy, negative, dies, photos, digital files, and similar materials used to produce a printing job shall become the property of the City. Any furnished materials shall remain the property of the City. Failure to meet this requirement will disqualify your bid.

Nonexclusive. Unless otherwise stated, the City reserves the right to purchase work or materials from multiple vendors.

Item Return Policy. Vendor will be required to accept return of products ordered in error for up to thirty (30) calendar days from date of receipt, with the City paying only the return shipping costs. Indicate in detail on the Vendor Response Sheet, your return policy.

Payment Terms and Invoicing.

Invoices presented for payment must be submitted in accordance with instructions contained on the purchase order, including reference to purchase order and submittal to the correct address for processing. Invoice payment processing address will be shown on the purchase order. Send invoices to Bill To address on the purchase order.

Do not send invoices to ship to address. Vendor must state its ability to invoice within 60 days after the last day of service or after delivery.

Vendors shall include discounts for early payment as a percent reduction of invoice. Invoice discounts shall be determined where applicable, from the date of acceptance of goods and/or the receipt of invoice, whichever is later. Discounts for early payment terms stated on the bid/proposal must be shown plainly on the invoice;

discounts for early payment not shown on the invoice will be taken.

Tax Exemption. The City of Green Bay is exempt from the payment of Federal Excise Tax and State Sales Tax.

The City Tax Exempt number is 008-0000428893-07. Any other sales tax, use tax, imposts, revenues, excise, or other taxes which are now, or which may hereafter be imposed by Congress, the State of Wisconsin, or any other political subdivision thereof and applicable to the sale of material delivered as a result of the Vendor’s bid and which, by terms of the tax law, may be passed directly to the City, will be paid by the City.

Nondiscrimination. A Vendor must state that it will agree to the following statement: During the term of this Contract, the Vendor, and the employees, representatives, agents, and/or volunteers thereof, shall not discriminate against any person based on race, color, creed, religion, sex, national origin, age, ancestry, disability, sexual orientation, gender identity, gender non-conformity, gender expression, transgender status, pregnancy, or marital or parental status.

The City supports and encourages Minority Business Enterprises (MBE), veterans, and disadvantaged businesses to participate in City bidding processes.

Prevailing Wage. Where applicable under federal law, the Vendor warrants that prevailing wages will be paid to all trades and occupations.

Contractor Status. Vendor must identify in writing its status as state or federal contractor, including any previous actions, including but not limited to, debarment as a contractor or listing as an entity excluded from federal procurement and non-procurement contracts.

Indemnification. A Vendor must state that it will agree to an indemnification clause that will read: Contractor hereby agrees to indemnify, defend and hold harmless the City of Green Bay, its elected and appointed officials, officers, employees, agents, representatives and volunteers, and each of them, from and against any and all suits, actions, legal or administrative proceedings, claims, demands, damages, liabilities, interest, attorneys’ fees, costs and expenses of whatsoever kind or nature in any manner directly or indirectly caused, occasioned, or contributed to in whole or in part or claimed to be caused, occasioned, or contributed to in whole or in part, by reason of any act, omission, fault, or negligence, whether active or passive, of contractor or of anyone acting under its direction or control or on its behalf, even if liability is also sought to be imposed on City of Green Bay, its elected and appointed officials, officers, employees, agents, representatives and volunteers. The obligation to indemnify, defend and hold harmless the City of Green Bay, its elected and appointed officials, officers, employees, agents, representatives, and volunteers, and each of them, shall be applicable unless liability results from the sole negligence of the City of Green Bay, its elected and appointed officials, officers, employees, agents, representatives, and volunteers.”

Contractor shall reimburse the City of Green Bay, its elected and appointed officials, officers, employees, agent or authorized representatives or volunteers for all legal expenses and costs incurred by each of them in connection therewith or in enforcing the indemnity herein provided.

If Contractor employs other persons, firms, corporations, or entities (sub-contractor) as part of the work covered by this Agreement, it shall be Contractor’s responsibility to require and confirm that each sub-contractor enters into an Indemnity Agreement in favor of the City of Green Bay, its elected and appointed officials, officers, employees, agents, representatives, and volunteers, which is identical to this Indemnity Agreement.

This indemnity provision shall survive the termination or expiration of this Agreement.

Open Records. Both parties understand that the City is…