Initial submission requirements for RFPs and RFQs
In the initial phase of a competitive selection process, artists are typically asked to submit a specified number of images of past work, a rèsumè, and an artist's statement, which indicates their interest in the project and a preliminary approach to it. Additionally, many calls for artists have an application form that must be completed with the entry. Well before the submission deadline, artists should direct questions regarding the project, how to assemble a proposal, and technical issues, to the contact person indicated in the call for artists.
Keep in mind that members of a selection committee may not be able to spend large amounts of time deciphering proposals. Submissions should be clear, concise, and in a logical order. Artists should follow all submission directions and make all presentation materials as easy for selection committee members to understand as possible.
Elements of an initial submission package
The items listed and described below should be addressed or included in an initial submission package per the project's specific submission requirements.
Artist's Statement - Submitting a statement of interest to a selection panel is a means of communicating your specific skills and interests in a particular project to a panel. For example, if you are primarily a painter and you are submitting a proposal for an outdoor sculpture project, it would be important for you to indicate what would qualify you to work on a sculpture project. In addition, selection panels typically do not respond well to a general statement that does not address the specific project for which they are selecting artists.
Components to consider in an artist's statement include:
- Who you are as an artist;
- Your understanding of the project site;
- A clear description of ideas about and likely approach to the project;
- A process for working in public spaces; and
- Ideas for gathering community input (e.g., talking to local residents, attending meetings of local organizations, or holding a public event at the site where the public art is proposed).
Refer to the call for artists to determine how fully developed a concept should be at the time of submission. The concept should illustrate an understanding of the project's challenges and opportunities.
Images of Past Work - Photographic images of past work are an important component of the selection process. These images are shown to the members of the selection panel in a limited amount of time, making it very important for the images to be of very high quality. Most competitions require all images to be accompanied by an image list. The list provides the title of each work, its year of completion, location, commissioning agency, and budget. Cleveland Public Art is now accepting digital images only. Other commissioning organizations have their own guidelines and requirements.
Rèsumè - A rèsumè or curriculum vitae (C.V.) will demonstrate previous experience and accomplishments to the selection panel. Elements that are applicable to the professional life of artists responding to calls for artists can include, but are not limited to:
- Education
- Solo Exhibitions
- Group Exhibitions
- Awards/Fellowships/Grants
- Collections
- Commissions
- Residencies
- Related Experience
- Professional Associations
- Representation
Design development: developing a design proposal
Once artists are selected as finalists from a call for artists, their work becomes more specific as they craft project-specific design proposals for presentation to the selection panel. While projects will vary, the general components of the design proposal presentation are usually similar. Typical components include an information packet that describes the proposal concept, a budget, and scale renderings or models that effectively convey the artist's intended approach to the project. Artists who are new to this type of work may find it helpful to review examples of design proposals that were successful in the past.
While artists are not chosen solely on the basis of the quality of their presentation materials, well presented proposals do demonstrate enthusiasm and professionalism. Previous professional experience as well as the quality and appropriateness of proposals are also important factors in the selection process.
Please keep in mind that the renderings and models that you develop will need to be transported by others to numerous meetings and presentations. It is recommended that the renderings or models be durable, lightweight, and easily transportable. The renderings and models will often be retained by the commissioning agency for educational, exhibition, or marketing purposes.
The design development phase of a public art project is likely to have two distinct portions. The first involves more than one finalist, each of whom is asked to develop a site-specific design concept. The second involves the chosen artist, who then goes on to develop and refine a design for the public art installation.
Elements of a design proposal
The items listed and described below should be addressed or included in a design proposal, per the request of the commissioning agency.
Abstract or overview of the project concept - a concise, clearly written description of what is being proposed for the project.
Description of the design process - a summary of how the artist undertook the design process through the design proposal phase and how the artist would continue with the process of developing and refining the concept if selected for the commission. The process description should describe the artist's overall approach to the design, including details of any public or community input on the design (such as charrettes, workshops, open houses, or public meetings) and research on the history of or future plans for the site.
Description of the proposed artwork - a thorough description of the proposed artwork, using writing and illustrations, covering dimensions, scale in relationship to site, materials to be used, lighting, and the artwork's interaction with existing and proposed site conditions. Materials should be described in terms of their characteristics (e.g., how they are likely to weather) and why they were chosen for the particular project.
Fabrication and installation information - an explanation of how and by whom artwork will be fabricated and installed, including information about uncommon or unusual elements of the fabrication and installation processes for the artwork.
Maintenance plan - a complete plan for maintaining the artwork. Artists are strongly encouraged to consult with a professional conservator regarding maintenance issues, costs, and concerns. This is of particular importance if unusual materials are being proposed.
Safety and liability framework - a description of how the artwork has been designed so as not to present a safety or liability hazard, a crucially important consideration when artwork will be placed in a highly trafficked location. Artwork should also be designed to minimize impact on the natural environment.
Budget - a realistic initial budget that takes into consideration each of the above elements plus an artist's fee and contingency.
Transition to digital artwork images
Cleveland Public Art is transitioning from slides to digital images as the preferred method for reviewing and documenting artists' works. These images are used by Cleveland Public Art staff and other entities that are seeking to incorporate public art into their own projects. Using digital images is the most cost- and space-efficient method for both CPA and artists to show the range of an artist's works and for sharing their work with selection panels and other commissioning organizations.
Since currently there are no national standards for the size and type of images that should be submitted, Cleveland Public Art requests images to be submitted in a JPEG format, 600-800 pixels, at between 72 dpi/ppi and 300 dpi/ppi. This enables the images to be shown clearly with presentation software, such as PowerPoint®, and to be transferred easily electronically.
Artists who are interested in converting their slides into digital images have a number of options. They can take their slides to a professional photo lab and have the images scanned as a digital file. Or, if they would like a little more control in the process, there are relatively inexpensive scanning machines that can scan the slides using a home computer. Burning digital images onto CDs are less expensive to mail than slide sheets.
Copyright, tax, and insurance information
Artists are advised to develop a good understanding of all legal and financial issues related to their work in public art. This section of the Cleveland Public Art Resource Guide for Artists provides some information, but is designed primarily to make artist aware of issues they should research for each public art project they embark on. Applicable copyright laws do not vary much from one project to another, but tax and insurance requirements are likely to vary greatly among commissioning agencies and from one local jurisdiction to another.
Copyright information
Copyright information is available at public libraries and from the U.S. Copyright Office. Copyright information, including forms for downloading, may be obtained from the copyright office at www.copyright.gov or 202-707-5959. Artists would usually request form VA; the VA stands for "visual arts."
For additional copyright information, artists are advised to consult with a qualified professional, such as an intellectual property attorney. A local resource in this regard is Volunteer Lawyers and Accountants for the Arts, which is accessible through the Cleveland Bar Association.
Taxes
Artists are responsible for any applicable federal, state, or local income taxes, as well as the collection of sales tax on the sale of their works.
Local income tax information is best obtained from the agency collecting income taxes in the municipality where the artist is working. The Central Collection Agency operated by the City of Cleveland handles income tax collection for the city and several suburbs. Many other local communities are served by the Regional Income Tax Agency, commonly known as RITA, and a few municipalities, such as Cleveland Heights and Lakewood, manage their own income tax operations.
Information on sales and use tax collection is available from the Ohio Department of Taxation.
Insurance
General information
Artists are usually required to retain specific insurance coverage throughout the life of a public art commission. The commissioning organization is the best source of information related to necessary insurance.
Any work placed in a public right-of-way or other publicly accessible place is potentially subject to litigation. Commissioning organizations generally accept title, and therefore maintenance and liability, for works of art upon completion, but this does not preclude artists from being named in a lawsuit by a third party. One purpose of professional liability insurance for an artist would be to protect against losses related to legal action that involves the artist's work.
In most situations, artists will not be required to carry insurance coverage beyond the life of the contract for the commissioned work, but it may be advisable to retain coverage. Some artists incorporate under a limited-liability corporation to protect their personal assets.
Liability and warranties
The contract for a commission will set out the obligations and responsibilities for both the artist and commissioning organization. An artist may be personally liable for personal injuries and unforeseen occurrences that damage work during fabrication and may also be liable for failure to complete the project on time.
Typical contract requirements of an artist's warranty are:
- Work must be performed in a workmanlike manner and must be free of defects in workmanship and materials. The artist, at the artist's expense, will remedy any defects due to faulty workmanship.
- A warranty provided to the artist by a subcontractor will have a minimum duration, often one year.
- The artwork:
- Will not require substantial maintenance in excess of that described in the maintenance plan.
- Will not include sharp point or edges that may pose a danger to the public.
- Is solely the result of the artistic efforts of the artist. It will be installed free and clear of any liens, claims, or other encumbrances.
- Is unique and an edition of one and does not infringe on any copyright.
Legal advice may be useful, and the services of a reputable insurance broker will be especially valuable. A broker may be able to offer attractive insurance solutions, such as coverage through a rider on an existing insurance policy.
Health insurance
Cuyahoga County residents can obtain prescriptions at reduced prices through the Cuyahoga Meds-For-Less program. Call 866-310-9657 for information.
The county commissioners have also published a useful publication titled " A Guide to Free and Affordable Health Care for Adults."
Another local resource for artists seeking health insurance is the recently established COSE Arts Network.
