Gawendum Gaakina Awaya: Thunder Bay Police Service Call to Artists

Invitation to Artists and Eligibility

Invitation to Artists

Artists and Artist teams are invited to submit a proposal for visual artwork to be applied to exterior 2nd-floor windows of the Thunder Bay Police Service Headquarters. The artwork chosen will be printed on adhesive-backed vinyl and applied to select windows.

Nine (9) windows in total will have artwork applied. Seven (7) of these windows will respond to the theme “Seven Grandfather Teachings”, while two (2) flanking windows will have the Gawendum Gaakina Awaya logo with the text “Gawendum Gaakina Awaya” on one with the translation in English “to protect everyone and everything” on the other (the required logos and texts can be found in the appendix).

Artist Eligibility

Applicants must identify as Indigenous, and live, work, or attend school in Thunder Bay or the surrounding region. Applicants who currently reside outside of Thunder Bay and the surrounding region but can demonstrate that Thunder Bay has played a direct role in their success are also eligible to apply. Both emerging artists/artist teams and more established artists/artist teams are equally welcome to apply. 

Design Scope

Theme and Statement

This public art opportunity will honour the spirit of truth and reconciliation, in accordance with the Gawendum Gaakina Awaya Reconciliation Training. Proposals are to respond to the theme of Seven Grandfather Teachings, with subject matter and inspiration taken from the following:

The Seven Grandfather Teachings

• Respect
• Love
• Courage
• Honesty
• Wisdom
• Humility
• Truth

With two flanking windows to reflect Gawendum Gaakina Awaya meaning “to protect everyone and everything.”

Artists are encouraged to creatively engage with the theme and to submit proposals for the full set of 9 windows that interpret the theme with innovation and imagination.

The selected design for the windows will be installed and unveiled to the public at the Thunder Bay Police Service Headquarters in Summer 2025.

Submissions should:

• Be an original design that is respectful and suitable for all audiences.

• Showcase colour, design, technique, and creativity.

During the online submission process, you will need to transfer (cut and paste) a vision/artistic merit statement explaining your proposed design and how it relates to the theme. Include details on what this project represents to you, the connection between your work and this project, and what perspective you bring to this project. You will also need to explain how your work is suitable for public art.

For teams: explain your collaborations and how you intend to work together on this project.

 Project Specifications

• A maximum of one (1) concept is permitted per proposal. The conceptual drawings do not have to be in print-ready format at this time, however, proposals should contain enough visual support material to clearly communicate the artistic vision.
• Please note that designs that incorporate colour are strongly preferred.
• Illustration, drawings, paintings, prints, photography, photos of three-dimensional works (ex. ceramics, glass, sculpture), collage, and other computer-generated images are permitted. Stock images/stock photos are not acceptable.
• The written word may be incorporated. If this includes a language other than English, a translation of the text into English must be provided in the application package.
• Please note that the successful artist/artist team will need to provide print-ready graphics within six (6) weeks of being notified that they have been awarded the project.
• Artist/artist teams are not responsible for the fabrication or installation of the vinyl. Fabrication and installation will be managed by the Thunder Bay Police Service via an external contractor.
• The selected artist/artist team will be required to sign a Contract, including Indemnity and a Release of Liability Waiver.

Measurements

• The windows measure 45 and 3/8th inches wide x 87 1/8th inches tall.
• For the purpose of this Call, the artwork will fit into the dimensions of 45 inches wide x 87 inches tall
  • 114.3 centimetres wide x 220.98 centimetres tall
• Diagram and measurements of the windows are included in the Appendix.
• All proposals submitted to this call should maintain the proportions shown in the diagram. Accurate measurements of the windows will be issued to the successful artist/artist team upon acceptance of their proposal.

Design Considerations

• In the creation of design(s), please carefully consider the sample template and dimensions provided (Appendix).
• Designs should conform to the shape of the attached template but note that the actual window may vary.
  • Once selected, the successful artist/artist team should be prepared to coordinate with the Thunder Bay Police Service to finalize the design.
• All type should be converted to outlines.
• Do not place type in Photoshop or build it in a raster link.
• Type may have to be moved prior to print to accommodate obstacles.
• Avoid vector-based effects (drop shadows, blurs, gradients etc.) as they may not print accurately.
• Do not build crop marks in the file.
• Do not place multiple pieces of art on one page and do not place different pieces on individual layers.
• Place multiple pieces on their own page or in individual files.
• Remove all unused colours and text boxes.
• Remove unused objects from the pasteboard.
• Do not use a text box in place of an object box or shape.
• Do not cover objects on the pasteboard with a white box to hide them.
• Use a clipping mask, crop the image, or paste inside a box.

Design Finalization - Roles and Responsibilities

• Selected artist/artist team is responsible for providing the Thunder Bay Police Service with high quality vector based digital files of their artwork within six (6) weeks of being notified.
• Printing and installation are not the responsibility of the artist and will be done by a contractor retained by the Thunder Bay Police Service.
• A contract will be extended to the selected artist/artist team outlining the responsibilities of both parties.
• The selected artist/artist team will have the opportunity to create a finalized, detailed design for the Thunder Bay Police Service's approval.
• The original format of the finalized design (e.g., painting, digital print) may be purchased by the Thunder Bay Police Service. This cost is to be reflected in the artist’s budget as a separate optional line.
• Installed window art may be removed at any time at the discretion of the Thunder Bay Police Service and depending on condition.

Budget

The proposed budget for the set of 9 exterior window designs is $10,500.00. A budget breakdown must be provided during the submission process. The Thunder Bay Police Service is not responsible for any costs incurred by the artist(s) in the proposal stage.

Budget Items

Artist Fee

• Creation of Artwork
• To be provided as a digital file to the Thunder Bay Police Service

Copyright fee, as outlined in this document.

Digitization of image to the specifications of the printing company

• Option A: Digitization is to be completed by the artist/artist team. Include an estimate for time/labour/expertise and working with the Thunder Bay Police Service to completion if any adjustments need to be made.
• Option B: Digitization is to be completed by an external consultant. Include an estimate of related costs for hiring the appropriate professional + time required for collaboration and adjustment between artist/artist team and consultant.

TOTAL (Not to exceed $10,500.00)

All applicable taxes (HST 13%)

If Applicable: You will have the opportunity to provide an additional cost for the purchase of finalized, original artwork. Artwork must be presented to the Thunder Bay Police Service professionally framed, wired, and ready for display.

Timeline

The selected artist or artist team is responsible for providing the Thunder Bay Police Service with completed digital artwork by May 9, 2025.

Submission Requirements 

A complete application package must be submitted online by the deadline to be considered. Artists in a team must submit their proposal as one package.

The submission must:

• Indicate the size(s).

• Be appropriate as public art and suitable for a family audience.

• Be complete and should comply with the following requirements:

o All files included in the online submission package should be labelled as follows: CTA202402_Description of file contents_YourName.

o Submission materials must be in .pdf format with support material in .jpg format. Total combined size of attachments cannot exceed 5MB.

o NOTE: Links to external document sharing sites will not be accepted.

The Thunder Bay Police Service reserves the right to accept or reject any and/or all submissions. Artists may be requested to provide additional information. The Thunder Bay Police Service reserves the right to negotiate with the selected artist(s). Fax/phone/email submissions will not be accepted.

Submission Checklist

Please have the following items ready to upload for your online application:

PERSONAL INFORMATION FOR ALL APPLICANTS

a. The full name, address, postal code, phone/cell number(s), email, of artist/artist team lead. Name of each team member, if applicable.

b. Note that the online submission indicates that each team member has read and accepted the competition procedures as outlined in this document.

ARTIST/ARTIST TEAM BIO (RESUME / CV)

a. One (1) resume for every artist in the team.

b. Please detail training, exhibitions commissions of your artwork, and any other experience relevant to this opportunity. (Previous experience producing public art is not a requirement).

c. For multiple artists or teams, please upload all resumes as one PDF file. Maximum 4 pages.

d. Accepted file type: PDF. Maximum file size is 1MB.

e. Please label file as follows: CTA202402_Resume_YourName.pdf

PAST WORK AND PROJECTS (Max 6 images)

a. Examples of past work or projects. If possible, should include examples of a similar nature to the work being proposed.

b. Artist teams must include examples from each team member.

c. Please label file as follows: CTA202402_Support Material1_YourName_Details.jpg

b. All images should be clearly identified, numbered, and detailed in the file name.

VISION/ARTISTIC CONCEPT (1250 characters max.)

a. The statement must explain how the proposed design relates to your chosen theme. Include details about how this opportunity inspires you, the connection between your work and this project and what perspective you bring to the project.

b. If submitting multiple pieces clearly indicate which piece you are referring to.

c. For teams: explain your collaborations and how you intend to work together on this project.

APPROPRIATNESS AS PUBLIC ART (1250 characters max.)

a. Explanation of how your work is suitable for public art by focusing on two key aspects:

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

SUBMISSION DRAWINGS / VISUAL MATERIALS (Max 4 images/files)

a. Depicts the design(s) and gives clarity to the submission/project description.

b. Please label file as follows: CTA202402_Submission Drawing1_YourName.jpg

Budget

The lump sum amount of $10,500.00 cover the public art’s design and installation expenses, including but not limited to, excluding HST:

Artist Fee

Copyright fee, as outlined in this document.

Digitization of image to the specifications of the printing company

• Option A: Digitization is to be completed by the artist/artist team. Include an estimate for time/labour/expertise and working with the Thunder Bay Police Service to completion if any adjustments need to be made.
• Option B: Digitization is to be completed by an external consultant. Include an estimate of related costs for hiring the appropriate professional + time required for collaboration and adjustment between artist/artist team and consultant.

TOTAL (Not to exceed $10,500.00)

All applicable taxes (HST 13%)

If Applicable: You will have the opportunity to provide an additional cost for the purchase of finalized, original artwork. Artwork must be presented to the Thunder Bay Police Service professionally framed, wired, and ready for display.

Selection Process & Criteria

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

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

Proposals that are deemed complete and eligible will be reviewed by a jury of qualified people, including members of the Thunder Bay Police Service, Chiefs Indigenous Advisory Council, Elders Committee, and where applicable, members of the local arts community. The jury may invite non-voting technical advisors to assist with the selection process at its discretion. The review will be based on the criteria set out in the following table.

 Terms and Agreements

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

Copyright

The Thunder Bay Police Service will purchase the rights of the selected artist(s) Artwork to install it on the Thunder Bay Police Service Headquarters exterior windows.

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 Thunder Bay Police Service upon final written acceptance of the finalized design(s) by the Thunder Bay Police Service.

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 Thunder Bay Police Service 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 Thunder Bay Police Service for any of the listed purposes, the Thunder Bay Police Service 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 Thunder Bay Police Service prior written approval for publicity purposes only, and if they choose to do so, ownership credit must be given to the Thunder Bay Police Service as ‘THE THUNDER BAY POLICE SERVICE’. 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 Thunder Bay Police Service.

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 Police Service and the firm(s) selected.

Information For All Proponents (Artists)

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

Thunder Bay Police Service 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 Thunder Bay Police Service 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 Thunder Bay Police Service become the property of the Thunder Bay Police Service and, as such, are subject to the provisions of the Municipal Freedom of Information and Protection of Privacy Act.

The Thunder Bay Police Service 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 Thunder Bay Police Service'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 Thunder Bay Police Service for any of the listed purposes, the Thunder Bay Police Service will use reasonable efforts to indicate the name of the Artist thereon.

Rights Reserved by The Thunder Bay Police Service

The Thunder Bay Police Service 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 Thunder Bay Police Service.

The Thunder Bay Police Service 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 Thunder Bay Police Service will be served.

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

The Thunder Bay Police Service 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 Thunder Bay Police Service.

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

The lowest cost proposal will not necessarily be accepted, and the Thunder Bay Police Service 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 Thunder Bay Police Service will assume no responsibility for submissions that are not received though the online application form by the specified closing date and time.

Please contact Matthew Vis, Media Relations Coordinator, by email matthew.vis@thunderbaypolice.ca prior to the deadline if you require special accommodations or assistance with the above requirements.

 Further Information

If you require further information about this opportunity, please submit your questions by email to Matthew Vis, Media Relations Coordinator, matthew.vis@thunderbaypolice.ca

 Appendix

Gawendum Gaakina Awaya Logo

Image of Thunder Bay Police Headquarters featuring windows

Window dimensions 

Texts 

• Gawendum Gaakina Awaya
• To Protect Everyone and Everything