Request For Proposals: Mini Galleries Design, Fabrication and Installation
Deadline March 28, 2025
Request for Proposals issued: February 3, 2025
Responses due: March 28, 2025
Introduction
Calgary Arts Development is seeking proposals from designers and fabricators to design, fabricate and install 13 mini galleries to showcase public art in Calgary. The Mini Galleries program aims to enhance the visibility and accessibility of public art in the city, providing diverse artwork by local artists in attractive, secure and visible mini galleries for residents and visitors alike.
About Calgary Arts Development
- Vision: A creative, connected Calgary through the arts where everyone is empowered to live a creative life.
- Mission: The arts have the power to create vibrant communities and bring together diverse voices and perspectives. We support artists in the development of their skills and the expression of their creativity. Calgary Arts Development supports and strengthens the arts to benefit all Calgarians.
We acknowledge that the land we gather on, Mohkinsstsis, is the ancestral territory of the Siksikaitsitapi — the Blackfoot people — comprising the Siksika, Kainai and Piikani Nations, as well as Treaty 7 signatories, the Tsuut’ina Nation and the Îyârhe Nakoda Bearspaw, Chiniki and GoodStoney First Nations. Today this land is home to the Otipemisiwak Métis Government Districts 5 and 6 as well as many First Nations and Inuit from across Turtle Island.
We acknowledge that there has been art, music, dance, storytelling, and ceremony on this land since time immemorial and it is in the spirit of this land and its people that we do our work.
Background
In March 2021, The City of Calgary announced Calgary Arts Development as the future steward and operator for Calgary’s public art program. As the city’s arts development authority, Calgary Arts Development is uniquely positioned to create and deliver a public art program built upon our knowledge of, and strong relationships in, the arts community.
When we use the words “public art,” people often think of large-scale sculptures. However, public art has evolved and includes so much more. At its core, public art is working with an artist and a community to realize ideas in public space. The resulting artwork can be interactive; it can make use of digital technology; it can be temporary; it can be functional; it can be social; it can be a living artwork such as a garden — the possibilities are endless.
Project Description
The Northeast Mini Galleries Public Art Program includes 13 mini galleries, 10 located at different community associations and three located downtown inside the Calgary Municipal Building’s atrium. The mini galleries feature 39 artists throughout the year each exhibition showcases 13 local artists, selected by a local curator, for a four-month period.
This program aims to build amazing spaces for people to come together and provides opportunities for local artists to showcase their talent while celebrating the diversity of artforms, people and cultures represented in northeast Calgary.
The new mini galleries design(s) should ensure the artwork displayed is secure, well lit, and presented at an accessible height for all users. Security of the artwork is essential, and the design and fabrication of the mini galleries should prioritize resistance to theft and vandalism. The mini galleries should be easy to use and maintain, with a minimum life span of 10 years and very little maintenance required. The design should allow for ease of access for installing new artwork, prevent dirt and debris from collecting in the galleries, prevent theft and damage of artwork, and be able to withstand changing and extreme weather conditions. Temperatures in Calgary range from –40 to +35 degrees Celsius; Chinooks and freeze-thaw cycles are common. When possible, environmentally sustainable materials and building techniques should be considered.
The expected completion date for the design, fabrication and installation of the new mini galleries is summer 2025. This will allow for up to 10 weeks for design, six weeks for fabrication, and two weeks for installation. The new design should be easily reproduced with an estimated cost between $2,500 and $7,000 per gallery (excluding GST) to design, build and install. While the program currently only operates in the NE quadrant and in Calgary’s Municipal Building, there is potential for the program to expand into the other three quadrants. The design should be easily replicable so that Calgary Arts Development can fabricate and install additional mini galleries as the program expands.
Desired mini gallery features:
- 10-year minimum lifespan.
- Security features and combination locking system or mechanical locking system more robust than a display case lock. Security of the artwork is a top priority for the mini galleries.
- Lighting (battery or solar) or design considerations to increase visibility.
- Optimal visibility of artwork, i.e., potential for 360-degree viewing windows.
- Use for outdoors with option for indoor installation in select locations.
- Accessible design including considerations for the height of children and wheelchair users (refer to the City of Calgary’s Access Design Standards for examples).
- Public safety considerations, e.g., proper anchoring, no sharp edges, or protrusions, etc.
- Consideration for Calgary weather conditions.
- Ease to change artwork three times per year.
- Flexibility in design to display 2D and 3D artwork (two design options could be proposed).
- Minimum height and width of gallery interior is 30 cm (12”), maximum 45 cm (18”) (not including stand if applicable). Interior depth of 15 to 30 cm (6” to 12”), depending on whether the design is for 2D or 3D artworks.
- Ability to clean exterior and interior of viewing panel.
- Ability to change light fixtures or batteries easily.
- Ability to change locking mechanism.
- Crowbar resistant.
- Graffiti resistant.
- Minimum two-year warranty period.
Scope of Services Required
The vendor is expected to provide the following services and will serve as designer, fabricator and installer, or will be required to subcontract these services:
Design Phase:
- Mini Gallery Design: Develop and design an attractive, accessible and secure mini gallery with a minimum lifespan of 10 years that can be easily reproduced.
- Security: Increase security of the artwork, reducing the risk of artwork theft and mini gallery damage.
- Lighting Consideration or Integration: Consider how the artwork will be visible by providing more window space or integrating battery lighting.
- Accessibility Considerations: Ensure the design is accessible.
- Ease of Use Features: Ability to easily change artwork three times per year and to clean and maintain the mini galleries.
- Detailed Design: Three rounds of drawings (at 25%, 75% and 100% completion), including responses to comments within 10 business days, updated rendering, probable cost estimate and schedule update at each stage.
- Technical Specifications: Create technical specifications for fabricator (if subcontracting), including Operations and Maintenance (O&M) Development.
- Mockups: Draft mockups to be fabricated at 75% design completion to test security performance requirements.
- Design Files: Provide final CAD files for future fabrication.
Fabrication Phase:
- Quality Management Plan (QMP): Create and submit a QMP.
- Shop Drawings: Create shop drawings for review against technical specifications.
- Prototype: Create a prototype to test functionality, ensure security and validate the design.
- Fabrication: Construct mini galleries based on designs and materials approved by Calgary Arts Development.
- Warranty: Provide a minimum two-year warranty for the structure, materials, and workmanship.
Installation Phase:
- Safety: Serve as the prime contractor for safety on site.
- Site Conditions: Verify site conditions and complete utility ground locates before any ground disturbance.
- Permits: Submit for any traffic closure, street use and excavation permit required for installation. Refer to the City of Calgary’s website for more information on permitting.
- Installation: Install the mini galleries on the selected sites.
- Final approval of fabrication and installation of mini galleries by Calgary Arts Development to conclude the installation phase and start the warranty period.
- Post-installation: Provide as-builts.
General
- Before proceeding to the next phase, the project budget and schedule need to be approved by Calgary Arts Development. If this cannot be agreed, Calgary Arts Development may choose to cancel or renegotiate the contract to achieve the intended project deliverables.
- At project completion, Calgary Arts Development will retain ownership of the design for reproduction as required.
Deliverables
- Design submissions at 25%, 75% and 100% completion including renderings (can be digital files)
- Fabrication and installation of 13 secure mini galleries by end of summer 2025
- Schedule and budget at each phase
- CAD files and as-builts
- Comprehensive maintenance guidelines
- Warranty for the structure, materials and workmanship
Budget
The budget for this project is not to exceed $90,000 (excluding GST).
Submission Requirements
Submission should be no more than 20 pages.
- Cover Letter: Company/Individual details, understanding of services, commitment and proposal summary.
- Statement of Work: Description of how services will be provided, including a proposed design and user experience, and approach to UGC and moderation.
- Technical Approach: Outline of technical approach, including the technologies and frameworks to be used.
- Pricing: Detailed budget breakdown, including costs for development, design, testing, deployment, staff training and ongoing support. All prices must be provided in Canadian dollars.
- Previous Work: Examples of similar projects completed, with references.
Selection Criteria (/100 points)
- Experience and Qualifications: Proven experience in designing, fabricating and installing similar projects, or projects with similar challenges (20 points).
- Design Quality: Functionality, security and creativity of the proposed design (30 points).
- Quality and Durability: Quality and durability of proposed materials, as well as ease of maintenance and care (20 points).
- Accessibility: Creative approach to visibility and accessibility, and ease of rotating artworks (15 points).
- Budget: Reasonableness and transparency of the budget, cost per unit for replicability will be considered (10 points).
- References: Positive feedback from previous clients, please provide a minimum of two references with contact information (5 points).
Calgary Arts Development reserves the right to request additional information or clarifications from potential vendors, and to negotiate terms and conditions. Calgary Arts Development is not obligated to accept any proposal or to award the contract to the lowest bidder.
RFP Timeline
- February 3, 2025: RFP release date
- March 18, 2025, at 5pm MT: Clarifying questions due
- March 28, 2025, at 5pm MT: Deadline for proposals
- April 7 – 11, 2025: Interviews
- April 25, 2025: Selection announcement
Current Mini Gallery Design
The current mini galleries are constructed of wood, plexiglass and metal sheeting. The interior dimensions are approximately: 41 x 41 x 15 cm (16” x 16” x 6”) (h x w x d). The viewing window is 23 cm (9.25”) high and 36 cm (14”) wide.


Current Mini Gallery Locations
- Thorncliffe Greenview Community Association | 5600 Centre Street North
- Winston Height-Mountainview Community Association | 520 27 Avenue Northeast
- Crossroads Community Association | 725 Matador Crescent Northeast
- The Livingston Homeowners Association | 1248 Livingston Way Northeast
- Beddington Heights Community Association | 55 Bedridge Way Northeast
- Falconridge|Castleridge Community Association | 95 Falshire Drive Northeast
- Marlborough Park Community Association | 6021 Madigan Drive Northeast
- Temple Community Association | 167 Templegreen Road Northeast
- Rundle Community Association | 2409 50 Street Northeast
- Martindale Community Association | 110 Martin Crossing Park Northeast
- Atrium of the Municipal Building at City Hall | 800 Macleod Trail Southeast
More information about the program and the current exhibition can be found here.
Contact for Questions
For any questions regarding this RFP, please contact Tiffany Wollman, Public Art Project Lead, at tiffany.wollman@calgaryartsdevelopment.com.