Open call

Submit your proposal

The Open Call is for artists and creative practitioners from anywhere in the UK to propose a long-term physical installation or intervention at one or more of the Round Two nominated sites.

We are looking for ambitious, high-quality proposals, costing up to £40,000, that transform unloved spaces, benefit residents and become cultural landmarks in the borough. Projects should commence in January and be completed by September 2020.

Ideas might include: lighting installations, planting schemes, sculptures, playable landscapes, outdoor furniture, applied artwork and more. Proposals should be site specific and respond to the issues raised and suggestions made by residents.

Proposals should include a detailed description of how local communities and stakeholders will be engaged in the development of the design. Projects will need to have a minimum lifespan of five years and require minimal or low cost maintenance.

We welcome proposals from individuals, groups, organisations and partnerships and particularly encourage creative teams to apply with nominated fabricators, installers or delivery partners to demonstrate feasibility.

The Open Call is live for six weeks. Applicants are invited to submit their proposal on London Tenders Portal before midday on Monday 18 November 2019. If you don’t already have a profile, you will be required to sign up to London Tenders Portal in order to submit a proposal.

Before submitting your proposal, you should read: the Making Places Project Brief and the Site Information document. The Invitation To Tender, which sets out the legal and procurement requirements, is available from London Tenders Portal.

 

Site visit and Q&A

A bus tour of the Round Two Making Places sites will take place on Tuesday 22 October at 2-5pm. Departing from Waltham Forest Town Hall, it will provide applicants with a chance to view all of the Round Two sites and meet council officers. Capacity will be limited so it is essential to book in advance. Places will be limited to 2 per organisation.

The tour will be followed by a Question and Answer session, 5.30-7.30pm, at One Hoe Street in Walthamstow. Again, please register your place.

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Any questions?

We’ve got them covered here

This section of the site is updated regularly with new questions and answers that we receive from practitioners, so check for updates.

How can I find out more about the sites?

The sites can all be viewed on the Chosen Sites page.

 

I can’t make the Site Visits but I have a question about a site

Please email opencall@makingplaces.co.uk with any questions you have. Where appropriate, questions will be shared publicly by being added to this list.

The sites can be viewed on the Chosen Sites page. The Site Information PDF includes background information, photos and resident feedback and is downloadable from this page.

Will applicants be responsible for the delivery of their installation/project?

Ideally, yes. Applicants should have demonstrable experience of designing and delivering outdoor and public realm works and, ideally, be in a position to either fabricate, construct and install the proposal themselves, or to directly appoint and manage contractors to do so. It is the intention that commissioned artists/ creative practitioners be paid the full cost of the project, according to a payment schedule agreed in advance, and take responsibility for paying and managing all contractors and external consultants.

Alternative arrangements may be considered, where it is not possible for artists/ creative practitioners to undertake delivery themselves. Applicants are asked to set out in detail the scope of their intended role as part of their submission.

Once selected, successful applicants will be asked to provide a detailed project plan and programme for delivery, to be mutually agreed. Once selected, successful applicants will be asked to provide a detailed project plan and schedule of delivery.

What degree of support is offered by Waltham Forest Council?

Making Places officers will work closely with selected artists/ creative practitioners to support the delivery of projects through all phases, including: design development, detailed design, fabrication and installation, completion and project launch.

This role will include managing relationships with relevant council departments and stakeholders such as Network Rail, facilitating community engagement, and in other ways as required.

What approvals are necessary for my contractors to do the work?

Approvals will be required from council officers and landowners (where applicable) at the conclusion of each phase.

Risk assessments and method statements will need to be presented and approved before any construction can take place on sites. Licenses may be required if it is necessary to shut any area of the public highway. Contractors will require levels of insurance deemed necessary by landowners for the work to be undertaken.

Who will be responsible for maintenance?

Following completion, responsibility for maintenance of the artwork will fall to the Council. A maintenance plan will be mutually agreed by the commissioned artist/ creative practitioner and the Council. This will vary for each project and will be dependent upon resident and community involvement, the location of the project, expected lifespan and usage.

Projects should last for a minimum of five years, so the selected materials should reflect this. For example, materials should be durable, fire resistant and graffiti proof. All projects should be designed to be low maintenance.

When will projects be installed?

Round Two projects should be installed by September 2020.

Can I apply for more than one site?

Yes – applicants are able to submit multiple proposals, but a maximum of two projects will be awarded to any one organisation, individual or collective.

Will we be required to cash-flow our project or will all projects be paid in advance?

Project budgets will be payable in stages. A payment schedule linked to the completion of milestones, will be agreed before the contract is awarded. However, due to financial procedures at the Council, payments will only be made on receipt of valid invoices and will be paid within standard payment terms of 30 days.

What are the reporting requirements?

Successful applicants will be expected to keep Making Places officers updated on a regular basis. Kick-off meetings will be scheduled in January to agree project plans and delivery schedules. Submission of drawings and relevant documentation will be required in the fulfilment of each phase. It will be necessary to attend meetings with other council officers, for example in Highways, Parks or Housing.

Commissioned artists/ creative practitioners will be expected to submit plans for engaging the local community and to monitor and evaluate resident participation in the project. Updates on expenditure and costs will also be required.

Are we responsible for publicity?

The Council will lead on all publicity related to the Making Places programme and should be informed of any publicity opportunities, developed by commissioned artists/ creative practitioners in relation to their Making Places project.

Artists will be responsible for promotion related to community engagement events and will be provided with relevant logos and guidelines.

Our idea costs more than £40,000 can we bring match-funding/fundraise for the rest?

Yes you’re able to raise additional funding towards the project from other sources, such as sponsorship or grants. However you would still be required to present a proposal for a project that can be delivered within the £40,000 budget in the event that you are not successful in securing additional funding to enhance your proposed idea.