RFP Process
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      1. CODAworx FAQs
      2. Commissioning Art
      3. RFP Process

      Commissioning Art: How the RFP Process Works

      For many who wish to commission a bespoke work of art, the RFP is a mystery. This article will demystify the RFP Process

      Commission Considerations

      Before the partnership or collaboration is formed, it’s important to consider what type of art and artist best fits your space. 

      • What is the size of the space?
      • Where will the art go?
      • Who will see/experience the art?
      • Are there any safety issues in the space? 
      • How will maintenance be handled; who is responsible? 
      • What is the budget?
      • What is the schedule for installation?

      Creating an RFQ

      For the design professional or company wishing to look at a broad range of work and artists, the best way to run the commissioning process is with an RFP process (Request for Proposals).

      Typically, the RFP process will begin with a formal Request for Qualifications (RFQ). This is essentially a call for entries that invites artists to submit images of prior work and details of their work experience. An RFQ is NOT a solicitation of proposals. The submissions you receive will give you a broad range of work and talented professionals from which to narrow your search.

      The RFQ should detail the type of project you’re looking for and will be broadcast to your potential artist collaborators.

      • Be specific about the size and scope of work, materials, media, and colors you’re seeking. 
      • Be realistic about your budget, and make financial guidelines clear from the outset.
      • Be clear about what the artist or creative team is responsible for when outlining your budget.
      • Include architectural drawings of the space if available.
      • Detail timelines for applications and for making and installing the work.
      • Request artists’ resumes/CVs and portfolios of images relevant to the type of work you would like in your space.
      • Indicate whether you would like the artist to be local, from the US, or from anywhere in the world

      When creating an RFQ, be sure to consider the types of questions artists will ask upon reviewing it. If your RFQ lacks detail, artists will request more information before submitting an application. Include as much detail about the commission and the space as you can to eliminate unnecessary correspondence with artists, who will be generating ideas as soon as they see the RFQ.

      Distributing the RFQ

      Distribute your RFQ using the CODAworx RFP Toolkit. We will blast it out to an extraordinary list of talented artists and creative teams. Applicants will appreciate how easy it is to apply using the RFP Toolkit portal. CODAworx is a global online community of commission artists and design professionals and home to thousands of potential collaborators who will take interest in your project.

      If you are managing the entire art commissioning call yourself, expect many calls and emails from artists who want additional guidance and clarification prior to applying. The CODAworx team will be standing by to assist with any technical questions that arise.

      Reviewing Applications

      Once the submission deadline is reached and you’ve received artist qualifications and images, you’ll start reviewing the applications. Commissioners should plan on reviewing 50 or more submissions. The CODAworx Select module of the toolkit makes reviewing the submissions a breeze.

      Prior to asking artists or creative teams to create a proposal, we recommend setting up virtual interviews. Prepare to ask them questions to determine if you feel that you can work well with them. Do they seem responsive to your needs? Since the commission is ultimately a collaboration, choosing an artist as opposed to just an idea is essential.

      Meeting the Semi-Finalists

      Once you have selected your shortlist of artists and creative teams, it’s time to ask for proposals. A proposal outlines in detail what their art commission solution is. Formal proposals can include:

      • Scale drawings or scale models
      • Color, texture, and material samples
      • A written statement about their vision for the artwork
      • A budget breakdown for the proposal

      Since proposals take time, energy, and resources to create, artists should be paid a design fee or honorarium for producing a drawing or model of the project.

      Once you select your artist or creative team with the winning proposal, you will have the opportunity to work with them on refining the details of their vision and yours.