RFQ_WaterTankDesign_CED-2026-0601-S1.pdf

TOWN OF WOODSTOCK, VIRGINIA

Request for Qualifications (RFQ) North Street Water Tank

Gateway Messaging and Public Art/Design Project

CED-2026-0601-S1

RFQ Issue Date: June 1, 2026

Qualifications Due: July 1, 2026 at 5:00 PM EST

Project Type: Exterior Public Art — Water Tank Mural/Design

Discipline: Graphic Designer or Muralist

Point of Contact: Katie Mercer, Business Development Manager

Mailing Address: 135 N. Main Street, Woodstock, VA 22664

Email: kmercer@woodstockva.gov

Phone: (540) 459-3625

Project Background

The Town of Woodstock is soliciting qualifications from professional graphic designers and muralists to create a signature design for the exterior of its North Street Water Tank, a highly visible 2,000,000-gallon Composite Hydropillar structure located near the I-81 corridor.

This project runs in parallel with a separate long-term water tank maintenance and painting procurement.

Project Vision: A Gateway to Downtown Woodstock

Woodstock sits at a geographic crossroads. Interstate 81 carries 40,000 – 50,000 travelers daily through the Shenandoah Valley past our exit and past the national chains that mark every interchange in the United States. The North Street Tank, already visible from the highway, presents a rare opportunity.

The Town is seeking a professional composition that compels motorists to find their way into our unique downtown. It should influence travelers’ recall, curiosity, photo tagging, social sharing, and exit choice. We are looking for a design that feels like public art with a purpose which is a creative voice that is unmistakably Woodstock and earns a second glance at 70 mph and invites a trip downtown.

Who Should Apply

The Town welcomes qualifications from both graphic designers and muralists. We are looking for a creative professional whose practice equips them to solve a specific challenge: delivering a brief, resonant gateway message on a large, curved, exterior surface visible from the interstate.

The right applicant may approach that through typography and graphic composition, through

TOWN OF WOODSTOCK, VIRGINIA — REQUEST FOR QUALIFICATIONS — NORTH STREET WATER TANK painted imagery, or through a combination of both. What matters is the strength of the creative vision and the ability to execute at scale.

Two-Stage Selection Process

This procurement is conducted in two stages. Applicants are asked to submit qualifications only at this stage. For shortlisted applicants, price proposals and design concepts will be solicited separately in Stage 2.

Stage 1 — Request for Qualifications (This Document) All interested designers and muralists are invited to submit a qualifications package in accordance with the Submission Requirements section of this RFQ. Submissions will be evaluated by the Town's selection committee based on portfolio and experience, project approach, and references. No pricing or design concepts are required at this stage.

Following evaluation of qualifications, the Town will establish a shortlist of applicants determined to be most qualified to execute the project. All applicants will be notified of shortlist decisions in writing.

Stage 2 — Request for Proposals (Shortlisted Applicants Only) Shortlisted applicants will be issued a Stage 2 Request for Proposals (RFP), attached to this RFQ as Attachment B for reference. The Stage 2 RFP will invite shortlisted applicants to submit a cost proposal and, depending on the option selected by the Town, a preliminary design concept. Full details of Stage 2 requirements are set forth in Attachment B.

The Town reserves the right to modify the number of shortlisted applicants, waive Stage 2 entirely and make a direct award based on qualifications, or cancel either stage of this procurement if it is in the best interest of the Town to do so.

Scope of Work

The selected designer or muralist will be responsible for:

• Developing a complete exterior design concept for the North Street Tank, incorporating a brief, resonant gateway message intended to draw I-81 travelers into downtown Woodstock.

• Producing final design files in formats compatible with large-format exterior application.

For designs to be executed by the Town’s tank maintenance contractor, files must meet production specifications provided upon selection.

• Attending coordination meetings with Town staff and the tank maintenance contractor to confirm design feasibility and application logistics.

• Providing minor design revisions as reasonably requested by the Town prior to handoff.

• Providing a preliminary design brief to the Town by November 1, 2026, describing the anticipated design scope, surface coverage, color palette, complexity level, and any known technical considerations for application to a curved exterior surface. This brief will be shared with the Town's tank maintenance procurement for pricing purposes and does not constitute final design approval.

In circumstances where a design is not suitable or available for digital reproduction, the Town may consider direct application by the selected artist, subject to the conditions below:

o Prior written approval from both the Town and the Town's tank maintenance contractor.

o All coating products used must be compatible with the maintenance contractor's existing coating system and approved in writing by the maintenance contractor prior to application.

o All materials used on the exterior of a potable water storage tank must comply with applicable Virginia Department of Health standards and AWWA requirements.

o The muralist assumes no warranty obligation for coating performance beyond the artistic quality of the applied work; long-term coating integrity remains the responsibility of the maintenance contractor.

o Scope and compensation for direct application shall be negotiated separately from the design fee and documented in a written agreement signed by all parties prior to commencement of work.

Project Site

Tank Name: North Street Tank

Tank Type: Composite Hydropillar

Capacity: 2,000,000 Gallons

Available Design Area: Roughly 100’ circumference, 30’ height (3,000 SF)

Location: North Street, Woodstock, VA

Visibility: Visible from I-81; prominent community landmark

Eligibility

This RFQ is open to all professional graphic designers and muralists. There is no geographic restriction. Collaborative teams are eligible and must designate a single point of contact and contract signatory. Submitted work must be original and appropriate for public display to people of all ages.

Submission Requirements

Qualifications packages shall be submitted electronically, be no more than 15 pages total, and must include all of the following:

1. Completed Application Form The application form attached to this RFQ (Attachment A) must be completed and included with the submission. The form captures applicant contact information, portfolio submission method, references, and certification of original work.

2. Cover Letter A brief letter (no more than one page), summarizing relevant experience, and describing the applicant’s creative interest in this specific project.

3. Project Narrative (500 words or fewer) Describe your initial creative response to the gateway messaging challenge. What draws you to this project? How would you approach putting a message on a water tank?

4. Portfolio Five to eight (5–8) samples of relevant work submitted as a single PDF or via a shared link (Dropbox, Google Drive, personal website). Work samples should demonstrate:

• Large-format design or mural experience

• Ability to integrate typography, imagery, or messaging into visual work

• Experience on exterior or outdoor surfaces; curved structures preferred

• Public-facing work intended for a broad and varied audience

5. Resume or Professional Biography A current resume or bio summarizing relevant experience, education, and notable public or large-scale projects.

How to Submit

All RFQ submissions must be received electronically by 5:00 PM EST on July 1, 2026. Email to:

Katie Mercer, Business Development Manager Town of Woodstock kmercer@woodstockva.gov

File submissions should use the naming convention:

LastName_FirstName_WoodstockTankRFQ

Before submitting, confirm your package includes all of the following:

• Completed Application Form (Attachment A)

• Cover Letter (no more than one page)

• Portfolio with 5 to 8 samples submitted as a PDF attachment or shared link

• Project Narrative (500 words or fewer) submitted as a separate document

• Resume or Professional Biography

Procurement Schedule

Milestone Target Date

RFQ Issued June 1, 2026

Deadline for Questions June 15, 2026

Addendum Issued (if needed) June 18, 2026

RFQ Submissions Due July 1, 2026 at 5:00 PM EST

Shortlist Notification and Final RFP Issued July 22, 2026

Shortlist Interviews (if needed) TBD

RFP Submissions Due August 10, 2026 at 5:00 PM EST

Selection and Award October 6, 2026 (on or before)

Preliminary Design Due November 1, 2026

Final Design Early 2027 The Town reserves the right to modify this schedule. Any changes will be issued via addendum.

Questions related to the RFQ must be submitted via email to the listed point of contact by June 15, 2026. Written responses will be distributed to all applicants via addenda posted to the Town’s website (woodstockva.gov/bids.aspx) and the eVA portal by the date shown. It is the responsibility of Offerors to ensure that they have received all addenda prior to submitting a proposal.

Selection Process

An evaluation committee of Town staff and Town Council members will review all qualifications.

The Town may shortlist applicants and invite them to present a design concept or participate in an interview. The following criteria will guide evaluation:

Evaluation Criteria Points

Portfolio and Experience - relevance, skill, and suitability for large-format public display; experience with large-format exterior surfaces;

ability to deliver production-ready files

0-50

Project Approach — understanding of the gateway messaging challenge; originality and strength of project narrative

0–30

References — verification of professional performance, reliability, etc. 0–20

TOTAL 100

Compensation

The selected designer or muralist will receive a design fee based on their Stage 2 cost proposal, subject to negotiation prior to contract execution. Contract execution will grant the Town of Woodstock full legal rights to reproduce and publicly display the design. A contract must be signed by both parties prior to commencement of work. Artists will receive appropriate public credit in connection with the project. There is no entry fee to submit qualifications.

Rights, Terms, and Conditions

This RFQ does not commit the Town of Woodstock to enter into an agreement with any applicant and is not an offer for contract. The Town reserves the right, at its sole discretion, to reject any and all applications, modify or terminate the selection process without prior notice, or reissue this solicitation.

Application materials submitted in response to this RFQ (including cover letters, narratives, and reference information) become part of the Town's procurement record. Portfolio samples and https://eva.virginia.gov/ examples of prior work remain the intellectual property of the applicant. Rights to the design created specifically for this project will transfer to the Town only upon execution of a separate contract.

The Town is not responsible for damage or loss of submitted materials. Failure to comply with submission requirements may constitute an invalid application. This solicitation is subject to the Virginia Public Procurement Act and the Town's procurement policy.

ATTACHMENT A - APPLICATION FORM

Town of Woodstock — North Street Water Tank

Gateway Messaging and Public Art/Design Project Qualifications Due: July 1, 2026 at 5:00 PM EST

Applicant Information

Name: ______________________________________________________________________

Business / Studio Name (if applicable): _____________________________________________

Address: ____________________________________________________________________

City, State, Zip: _______________________________________________________________

Phone: ___________________________ Cell: _____________________________________

Email: _______________________________________________________________________

Website / Portfolio URL: ________________________________________________________

Portfolio Submission

Indicate how your portfolio is being submitted:

□ Attached PDF

□ Online Link: _____________________________________________________________

References: Minimum of 2 Reference 1: Name / Organization / Phone / Email

Reference 2: Name / Organization / Phone / Email

Reference 3: Name / Organization / Phone / Email (optional)

Certification

I certify that the information contained in this application is true and correct to the best of my knowledge, that the work submitted is original and owned by me (or my firm), and that I have read and agree to the terms set forth in this RFQ.

Signature: ___________________________________________________________________

Date: ___________________ Printed Name: _______________________________________

Submit to:

Katie Mercer Town of Woodstock 135 N. Main Street, Woodstock, VA 22664 kmercer@woodstockva.gov

ATTACHMENT B

*DRAFT VERSION – FINAL TO BE SHARED WITH SHORTLISTED APPLICANTS *

TOWN OF WOODSTOCK, VIRGINIA

Stage 2 — Request for Proposals

North Street Water Tank

Gateway Messaging and Public Art/Design Project

CED-2026-0601-S2

RFP Issue Date: July 22, 2026

Design Concept and Cost Proposal Due: August 10, 2026 at 5:00 PM EST

Project Type: Exterior Public Art — Water Tank Mural/Design

Point of Contact: Katie Mercer, Business Development Manager

Mailing Address: 135 N. Main Street, Woodstock, VA 22664

Email: kmercer@woodstockva.gov

Phone: (540) 459-3625

Introduction

Congratulations on being shortlisted for the Town of Woodstock’s North Street Water Tank Gateway Messaging and Public Art/Design Project. This Stage 2 Request for Proposals is issued exclusively to shortlisted applicants identified through the Stage 1 Request for Qualifications process.

At this stage, you are invited to submit a preliminary design concept and a cost proposal for the complete scope of work. Both are required for your submission to be considered.

Design Stipend

The Town recognizes that developing a meaningful design concept requires a genuine investment of creative time and effort. In recognition of this, all shortlisted applicants who submit a complete Stage 2 response — including both a preliminary design concept and a cost proposal — will receive a design stipend of $500.

The stipend will be paid within thirty (30) days of the Stage 2 submission deadline, regardless of whether the applicant is selected for award. Stipend payment is contingent upon receipt of a complete submission meeting the requirements of this RFP. The stipend does not constitute a contract or a commitment to award. Recipients will receive a 1099-NEC for stipend payments as required by federal tax law.

By accepting the stipend, the applicant grants the Town a non-exclusive license to retain the submitted concept materials for internal reference. All full intellectual property rights to the concept remain with the applicant unless and until a contract is executed.

Project Brief

The North Street Water Tank is a 2,000,000-gallon Composite Hydropillar structure located on North Street in Woodstock, Virginia, visible from Interstate 81. The Town seeks a signature

TOWN OF WOODSTOCK, VIRGINIA — DRAFT STAGE 2 REQUEST FOR PROPOSALS — NORTH STREET WATER TANK exterior design that functions as a gateway message to travelers on I-81, compelling them to exit the highway and explore downtown Woodstock. The design should:

• Communicate a brief, resonant message using as few words as possible

• Be legible and impactful at highway speeds (approximately 70 mph)

• Be unmistakably reflective of Woodstock’s identity and character

• Be appropriate for public display to audiences of all ages

• Be technically suitable for application to a curved, large-format exterior surface

All designs must be delivered in formats compatible with large-format exterior application.

Production specifications will be provided to the selected applicant upon award.

Tank Specifications Tank Name: North Street Tank

Tank Type: Composite Hydropillar

Capacity: 2,000,000 Gallons

Available Design Area: Roughly 100’ circumference, 30’ height (3,000 SF)

Location: North Street, Woodstock, VA

Visibility: Visible from I-81; prominent community landmark

Scope of Work

The selected designer or muralist will be responsible for:

• Developing a complete exterior design concept for the North Street Tank incorporating the gateway messaging vision described above.

• Delivering a preliminary design brief by November 1, 2026, in the format specified by the

Town, for the purpose of informing the tank maintenance contractor's mural application pricing. This is a contractual milestone and payment of 15% of the net contract value shall be tied to its delivery.

• Producing final production-ready design files in appropriate formats.

• Attending virtual coordination meetings with Town staff and the tank maintenance contractor to confirm design feasibility and application logistics.

• Providing minor design revisions as reasonably requested by the Town prior to final file handoff.

• Transferring full intellectual property rights to the Town upon execution of contract and receipt of final payment.

The Town is open to the muralist directly applying their design to the tank surface where the work is not suitable for digital reproduction and direct application would produce a superior result. Any direct application is subject to the following conditions:

• Prior written approval from both the Town and the Town's tank maintenance contractor.

• All coating products used must be compatible with the maintenance contractor's existing coating system and approved in writing by the maintenance contractor prior to application.

• All materials used on the exterior of a potable water storage tank must comply with applicable Virginia Department of Health standards and AWWA requirements.

• The muralist assumes no warranty obligation for coating performance beyond the artistic quality of the applied work; long-term coating integrity remains the responsibility of the maintenance contractor.

• Scope and compensation for direct application shall be negotiated separately from the design fee and documented in a written agreement signed by all parties prior to commencement of work.

Preliminary Design Concept Requirements

The preliminary design concept submitted at this stage does not need to be a finished work. The Town is looking for a concept that demonstrates your creative direction, messaging approach, and visual intent. The concept submission shall include:

• A visual representation of the proposed design — this may be a sketch, digital rendering, or mockup — showing the proposed design as it would appear on the tank exterior

• A written design statement (250 words or fewer) explaining the creative intent, the gateway message, and how the design is intended to affect a viewer traveling at highway speed

• Identification of proposed colors, typography (if applicable), and any imagery or graphic elements

• A brief note on proposed materials or production method, and any known technical considerations for application to a curved exterior surface

Cost Proposal Requirements

Applicants shall submit a cost proposal using the Pricing Form attached to this RFP (Attachment A-1). The cost proposal shall include a fixed design fee for the complete scope of work from concept refinement through delivery of final design files.

Submission Requirements

A complete Stage 2 submission shall include all the following:

1. Preliminary design concept materials as described above

2. Written design statement (250 words or fewer)

3. Completed Pricing Form (Attachment A-1)

4. Proposed project schedule identifying key milestones from notice to proceed through final file delivery, and confirmation of availability for coordination meetings during November 2026 – spring 2027. This may be provided as a simple table or list and does not need to exceed one page.

5. Completed W-9 Submissions shall be submitted electronically to Katie Mercer at kmercer@woodstockva.gov by August 10, 2026 at 5:00 PM EST. Use the file naming convention:

LastName_FirstName_WoodstockTankRFP_Stage2

Procurement Schedule

Milestone Target Date

Shortlist Notification and Final RFP Issued July 22, 2026

Shortlist Interviews (if needed) TBD

RFP Submissions Due August 10, 2026 at 5:00 PM EST

Selection and Award October 6, 2026 (on or before)

Preliminary Design Due November 1, 2026

Final Design Early 2027 The Town reserves the right to modify this schedule. Any changes will be issued via addendum.

Selection and Award

The Town's selection committee will evaluate all complete Stage 2 submissions based on the following factors:

• Clarity of creative vision, including the strength and originality of the preliminary design concept and its alignment with the gateway messaging vision described in this RFP.

• Demonstrated understanding of project goals, including legibility and visual impact at highway speed and suitability for the North Street Tank exterior.

• Clarity of creative intent and messaging approach, as expressed in the written design statement.

• Suitability of proposed design and materials for large-format exterior application to a curved surface.

• Cost proposal — reasonableness and transparency of fee relative to scope.

The Town may invite one or more applicants to present their concept and participate in an interview prior to final selection. Interviews may be conducted in person or virtually at the applicant's election. Interview performance will be considered as part of the overall evaluation.

The Town reserves the right to request clarification from any applicant prior to making a selection, and to negotiate the scope and fee with the highest-ranked applicant prior to contract execution.

Compensation and Intellectual Property

Upon execution of the contract and receipt of final payment, the Town of Woodstock shall hold full intellectual property rights to the final design, including unlimited rights to reproduce and publicly display the design on the North Street Tank and in Town communications and marketing materials, in perpetuity. The artist will receive appropriate public credit in connection with the project and retains the right to display the completed work in their portfolio. Rights to the design in the event of future tank repainting cycles will be addressed in the contract.

General Terms

This RFP does not commit the Town of Woodstock to enter into an agreement with any applicant. The Town reserves the right to reject any and all proposals, modify or cancel this solicitation, or make no award if it is in the best interest of the Town to do so. This solicitation is subject to the Virginia Public Procurement Act and the Town’s procurement policy.

ATTACHMENT A-1 — PRICING FORM

North Street Water Tank — Gateway Messaging and Public Art/Design Project

Applicants shall provide a single fixed fee for the complete scope of work described in this RFP.

The fixed fee is inclusive of all phases of work, labor, studio costs, software, travel, and any other expenses associated with full performance of the contract. No additional expenses will be paid beyond the fixed fee.

Note: The design stipend of $500 previously paid will be deducted from the total contract value upon award.

Complete Scope Fixed Fee: $

Less Design Stipend Previously Paid: ($500.00)

Net Contract Value: $

The fixed fee covers the following scope of work in its entirety:

• Developing a complete exterior design concept for the North Street Tank incorporating the gateway messaging vision described above.

• Delivering a preliminary design brief by November 1, 2026 in the format specified by the Town, for the purpose of informing the tank maintenance contractor's mural application pricing. This is a contractual milestone and payment of 15% of net contract value shall be tied to its delivery.

• Producing final production-ready design files in appropriate formats.

• Attending virtual coordination meetings with Town staff and the tank maintenance contractor to confirm design feasibility and application logistics.

• Providing minor design revisions as reasonably requested by the Town prior to final file handoff

• Transferring full intellectual property rights to the Town upon execution of contract and receipt of final payment

Applicant Name

Authorized Signature: ________________________________ Date: __________________

Title: __________________________________________________

Email: ____________________________________ Phone: __________________________