Award Design for Arts & Heritage Awards

Invitation to Artists and Eligibility

Invitation to Artists 

• Local artists are invited to provide concepts for the design and creation of a three-dimensional award that will be given to recipients at the Thunder Bay Arts & Heritage Awards. Artists may submit up to two (2) designs. Previous public art experience is not required.

• The successful artist will commit to producing awards for two years of Thunder Bay Arts & Heritage Award ceremonies. The artist will produce sixteen (16) awards in the selected design for the 2025 ceremonies, and up to sixteen (16) awards for the 2026 ceremonies.

Artist Eligibility

This competition is open to local or regional artists or artist teams, who live/work/attend school in the Thunder Bay region.

Project Specifications

• Artists are asked to submit up to two (2) designs for a three-dimensional award that will be presented to Arts & Heritage Awards recipients.
• The successful artist will commit to producing awards for two years of Thunder Bay Arts & Heritage Award ceremonies. The artist will produce sixteen (16) awards in the selected design for the 2025 ceremonies, and up to sixteen (16) awards for the 2026 ceremonies. Any awards not given out at the 2025 ceremonies will be carried over to be distributed at the 2026 ceremonies.
• The successful artist may be approached to continue producing trophies in the selected design for additional years after the 2-year minimum commitment is complete. The City may also approach the successful artist to purchase copyright of the selected design to continue production through a contractor, if feasible.
• Designs that reflect the history, culture and geography of Thunder Bay represent excellence in creative expression in Thunder Bay, and/or are reflective of the cultural sector in Thunder Bay are preferred. Awards may be displayed by recipients in public spaces and should be suitable for the public to view.  

Submitted designs must:

• Be original. Reproductions of existing artwork will not be accepted.
• Be an appropriate size and weight to be transported and presented by one person.
• Include an appropriate, flat space (base, etc.) for the addition of a name plate for the award presenter and recipient. The space must accommodate a name plate measuring 1” high x 3” long.  The artist is not responsible for providing the name plate.

•  Provide details of the intended frame or base to be provided, including size, materials, appearance, colour. Sketches or samples encouraged.

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Production

• The successful artist will commit to producing awards for two years of Thunder Bay Arts & Heritage Award ceremonies. The artist will produce sixteen (16) awards in the selected design for the 2025 ceremonies, and up to sixteen (16) awards for the 2026 ceremonies.

• Sixteen (16) award trophies must be display-ready and dropped-off to the City before Wednesday, October 1,2025. Any awards not given out at the 2025 ceremonies will be carried over to be distributed at the 2026 ceremonies. The City will notify the successful artist of the number of awards required for the 2026 ceremonies at a minimum of 2 months prior to the event (taking place October 2026).

Budget

Timeline

Submission Requirements, Selection Process and Criteria

Submission Requirements

A complete application package must be submitted online by the deadline to be considered (link to submission form at bottom of page). Artists in a team must submit their proposal as one package.

Submission Checklist

Artist Information

1. Name
2. Mailing address
3. Telephone number
4. Email address
5. Artist team members names (if applicable)

Artist/Artist Team Bio

1. Less than 4 pages
2. Allowed extensions: pdf, doc, docx
3. Should include: exhibition history, mentorships, years being self-taught, awards received, recent artistic accomplishments, etc.

Images of Past Works/Projects

1. Max. six (6) examples. One image per example.
2. JPG or PNG files
3. Labelled with title, venue, year
4. If possible, should include examples of a similar nature to the work being proposed, i.e. illustration, graphic design, etc.
5. Artist teams must include examples from each team member.

Vision/Artistic Merit

1. 1250 words or less
2. Description of how the design relates to the project criteria. Include scale, style, format, surface quality, etc.
3. Detailed description of the base/stand, including material, type of glass, dimensions/depth, colour.
4. Includes dimensions, both with and without a base/stand.

Appropriateness as an Award

1. 1250 words or less
2. Public Impact: Describe how your proposed concept(s), engages & enriches the local community, fosters dialogue and enhances the cultural landscape.
3. Connection to Context and Design Scope: Illustrate how your proposed concept aligns with the project's design scope.

Design and Drawing(s) of Concept
           a. Max 4 pages per concept
           b. Allowed extensions pdf, doc, docx, xls, xlsx, jpg, jpeg, gif, png, tif

Budget

1. Does not exceed $6,500
2. Amounts to be included:

• Creation of original, preliminary design:
• Production of 16 awards in Year 1(include artist fees, fabrication, materials, equipment and base cost):

c. Production per award for Year 2 (Includes artist fees, fabrication, materials, equipment and base costs.):

Pre-Screening

All submissions will be pre-screened to ensure completeness and eligibility per the submission requirements, project specifications, timeline, and budget. 

The City of Thunder Bay reserves the right to accept or reject any and/or all submissions.

Selection Process & Criteria

Those submissions that are deemed complete and eligible will be reviewed by a jury of qualified persons, including the City of Thunder Bay Public Art Committee, representatives of the City of Thunder Bay Recreation and Culture Division and where necessary, members of the local arts community. The jury will invite non-voting technical advisors to assist with the selection process at its discretion.

The review will be based on the following criteria:

If applicable, in addition to the submission being reviewed and evaluated in accordance with the criteria listed, artists may be requested to provide additional information or address specific requirements not adequately covered in the original submission.

Final Selection

The City will notify all artists of their standing in writing. The decision of the jury shall be final and without recourse. The City of Thunder Bay reserves the right to negotiate with the selected artist(s).

Terms and Agreements

By submitting an online application, the artist/artist teams agree to the following regarding this Public Art Opportunity:

Copyright

The City of Thunder Bay will purchase the rights of the selected artist(s) Artwork as awards for the Art & Heritage Awards.

In addition to all submission requirements outlined in this Call to Artists, the selected artist(s) are required to consent to the following copyright terms:

Ownership of the selected Artwork(s), in digital and printed forms, will vest in the City of Thunder Bay upon final written acceptance of the finalized design(s) by the City of Thunder Bay.

The artist warrants that they are the owner of the copyright in and to the Artwork(s) and have not transferred the copyright to a third Party.

Copyright in the Artwork(s), including the digital image(s), will be transferred to the City of Thunder Bay for the promotional purposes as outlined in this Request for Proposal and additionally, in any manner or medium, in whole or in part, for cataloguing, government publications, insurance, documentation, public relations or other publicity purposes. If the Artwork(s) are reproduced by the City of Thunder Bay for any of the listed purposes, the City of Thunder Bay will use reasonable efforts to indicate the name of the Artist(s) in the publication for which the reproduction was created.

Artist(s) may reproduce the Artwork(s) with the City of Thunder Bay prior written approval for publicity purposes only, and if they choose to do so, ownership credit must be given to the City of Thunder Bay Police Service as ‘THE CITY OF THUNDER BAY’. Despite this, the Artist(s) may include photos of the Artwork(s) in presentations and portfolios evidencing their work without the prior written approval of the City of Thunder Bay.

The Artist(s) will not reproduce the Artwork(s) for any other client or purchaser.

Proponent Covenant

I/we as the undersigned authorized signing officer of the proponent, hereby declare that no person or studio other than the one(s) represented by the signature(s) below, has any interest in this submission. I/we further declare that all statements, schedules, and other information provided in this submission are true, complete and accurate in all respects to the best knowledge and belief of the proponent. I/we understand that this may result in the rejection of my/our submission if this declaration is found to be untrue. I/we have received, allowed for and included as part of our submission all issued Addenda.

Submission of a proposal indicates acceptance by the proponent of the conditions contained in this Request for Proposal, unless clearly and specifically noted in the proposal and in any contract between the Thunder Bay and the firm(s) selected.

Information For All Proponents (Artists)

The City of Thunder Bay has the right to negotiate with the proponent that presents the most attractive proposal.

City of Thunder Bay shall have the final authority on all matters regarding this Request for Proposal.

Late proposals MAY NOT be accepted.  All equipment/materials specified in this proposal is/are subject to budget approval by the City of Thunder Bay and Budget Funding. Quantities may be adjusted and/or items cancelled based on availability of funding.

All proposals, including 3-dimensional support materials, submitted to the City of Thunder Bay become the property of the City of Thunder Bay and, as such, are subject to the provisions of the Municipal Freedom of Information and Protection of Privacy Act.

The City of Thunder Bay will not use/disclose the information provided, without proper authorization, and will keep the information in a physically secure location to which access is given only to staff requiring access.

Copyright of submitted support materials will remain with the artist, save and except for the City of Thunder Bay’s right to reproduce the artwork in any manner or medium, in whole or in part, for cataloguing, government publications, insurance, documentation, public relations or publicity purposes.  If the artwork is reproduced by the City of Thunder Bay for any of the listed purposes, the City of Thunder Bay will use reasonable efforts to indicate the name of the Artist thereon.

Rights Reserved by The City of Thunder Bay

The City of Thunder Bay reserves the right to be the sole judge as to the calculation of basis of award and has the right to award this contract in whole or in part, that which is deemed most advantageous to the City of Thunder Bay.

The City of Thunder Bay reserves the right, without prejudice, to reject any or all submissions in whole or in part, to waive technical defects, irregularities, and omissions and to determine, in its own best judgement, the proponent best qualified to undertake this contract, if, in so doing, the best interests of the City of Thunder Bay will be served.

The City of Thunder Bay reserves the right to terminate the contract without notice due to non-performance and unsatisfactory Service.

The City of Thunder Bay reserves the right to call in alternate Service if the proponent is unable to provide the service when it is requested.

The Evaluation Committee reserves the right to be the sole judge of the acceptability of any proposal, and also any alternative proposal, and to purchase the service/product which, in its opinion, most closely meets the operating requirements of the City of Thunder Bay.

The decision of the Evaluation Committee shall be final and without recourse.

The lowest cost proposal will not necessarily be accepted, and the City of Thunder Bay reserves the right to reject any and all proposals and/or re-issue the RFP in its original or revised form.

Late Submissions

Submissions are date/time stamped upon their receipt through the online application form. Materials received after the deadline may not be considered. The City of Thunder Bay will assume no responsibility for submissions that are not received though the online application form by the specified closing date and time.

For further Information

Please send questions via phone or email to the person listed below.

Caitlyn McMillan

Cultural Development and Public Art Coordinator

Email: caitlyn.mcmillan@thunderbay.ca

Phone: (807) 625-2357

CITY WEBSITE FOR PUBLIC ART COMPETITIONS: www.thunderbay.ca/calltoartists

ADDITIONAL INFORMATION ABOUT THE PUBLIC ART PROGRAM: www.thunderbay.ca/publicart