RFP/RFQ Guidelines

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Squamish Public Art Squamish BIA Mural Festival

A public art program seeks to engage an artist who embodies both creativity and technical proficiency, while also demonstrating a thorough understanding of and commitment to the responsibilities integral to submitting a professional and comprehensive application.


After reading an RFP/RFQ, consider if:

  • The project is something you have interest in
  • The budget is adequate for a concept you might develop
  • You can accomplish the project either individually or as part of a team
  • The proposed timeline is feasible for your schedule
  • You feel a connection to the project, place, community, or that your work might benefit the project, place, and/or community
  • The project will provide an appropriate platform for you to exhibit your work, grow your practice, and/or create meaningful relationships. Remember, you are essentially introducing (or reintroducing) yourself to the public art program, review committee, and that community.


If you can, visit the physical location for which the Call for Artists is issued.

For example, if the project is for a park, walk the site, ask a park visitor how they use the space and what they like about it. Is there a history with the park? Was the park named for someone or something? What is the environment like? Who are the residents that live in the surrounding area? If you cannot physically visit the site, you should at least do some research.


Follow the application guidelines, provide all of the information in the format requested, and submit on time.


When you have a question about the requirements or the format, contact the program administrator for clarification so you are able to prepare your application correctly.


If asked to submit a budget for the project, or even if you aren’t yet asked, prepare a budget that generally includes the following:
  • Artist/design fee
  • Fabrication cost
  • Installation cost
  • Shipping
  • Any appropriate travel expenses
  • Insurance
  • Engineering fees
  • Contingency 
  • Any equipment rental or studio space rental

Developing a Concept Proposal

Upon receiving an invitation to create a concept proposal, artists should:
  • Research the site and how it is used, its incidental and particular audiences, its history, its visual conditions, traffic and/or pedestrian patterns, sound-scape, how it operates in the daytime and at night, its infrastructure, its engineering specifications, the architecture, sightlines, and other conditions
  • Consult with design and technical professionals involved in the site
  • Create visual materials, write a description that supports the ideas, and carefully consider whether the budget and time frame is adequate to execute the idea
  • Submit high quality photos that clearly show your portfolio of work and that are relevant to the project, and that will be the best images to show your creativity, style, experience and professionality
  • Submit a current resume, as well as any other supporting documentation required. Ensure your name, address, contact info is on the documentation, and we suggest including your name in the file name so that it is easily found

Detailed Design Phase

During the detailed design phase, artists should work with the project team and commissioning organization, the District of Squamish, and potentially other stakeholders such as Indigenous community members and groups.

Possible steps include:

  • Review deliverables and monitor production and fee schedules
  • If relevant, ensure that the artwork complies with accessibility standards to accommodate individuals with disabilities, or considers accessibility and inclusion in its design. Read our section on accessibility
  • Community engagement to ensure designs are appropriate for the community, location, First Nation protocols, heritage and cultural considerations.
  • Clarify any requirements in terms of environmental standards, such as materials used, installation methods to reduce environmental impact, and long-term sustainability of the artwork
  • Research, test and re-evaluate prototypes
  • Research and establish materials and additional support needed to create the piece
  • Obtain estimates from fabricators and suppliers
  • Revise documents and design as needed


If you are the successful candidate for the project the next step is to proceed with installation. Ensure you are familiar with the following steps:

Ensure you are aware of all District of Squamish permits, regulations, and departments to be consulted (link to permits page)
Contracts and clients will specify any health and safety, or particular liability requirements such as a requirement for the artist to maintain their own general liability insurance, and this is recommended for all artists. Clients may require their organization to be named as an additional insured during the creation/transportation/construction/installation phase, or detail whether the artist as a contractor would be included in the developer’s liability. Ensure the contract defines responsibilities and liabilities in case of injury or damage related to the artwork. Include indemnification clauses to protect yourself from legal claims.
Some artists install themselves, some use an installation company or contractor, or the developer may have their contractors install the artwork with the artist
Ensure the developer/commissioning organization, DOS, and any other relevant bodies sign off on the installation once it has been completed, and keep all documentation
Ensure the contract with the commissioning body states who will be responsible for any liability concerns, maintenance, the length of warranty required once the installation has been completed and the artwork has been handed over to the organization.

Post Installation

Statement from the artist and documentation

Artists should provide to the client a statement about the artwork, including its name, materials, date created, and inspiration behind the artwork to be documented. They should also provide high quality photos and/or videos, or the commissioning organization should ensure photos are taken. Please also share this information with Squamish Public Art for inclusion on the public art registry.

Depending on the artwork, artists should supply a maintenance document. The document should describe in detail the specifications of materials and finishes, method of cleaning, preserving and maintaining the final artwork, and drawings and instructions for its care.
Confirm that the artwork is adequately insured by the client or District of Squamish. Public art can be susceptible to vandalism, environmental damage, or other risks. Having insurance coverage helps protect the investment in the artwork.
Consider creating educational materials about the piece and its narrative, such as plaques or signage, to accompany the artwork. This may need to be branded a certain way, depending on the location and project, such as using the commissioning organization’s branding, or the DOS branding.
Publicize the completed artwork through various channels, including press releases, social media, and local publications, and potentially an unveiling event. This helps generate awareness and appreciation for the public art within the community. Squamish Arts can assist with spreading the word about the artwork and adding it to the Squamish public art registry.
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Artist Submissions

Looking for public art opportunities in Squamish Fill out the Artist Submission Form to join our artist database.

Open Opportunities

Interested in creating public art in Squamish and beyond? Check our existing Request for Proposal database.

Squamish Arts Artist Database

If you are an artist looking for opportunities outside of public art, please fill out the Squamish Arts Artist Database form.