Art Windsor-Essex
Request for Proposals – No: AWE202401
Dated: December 2, 2024
Proposal Highlights
Questions: Received no later than 5:00 P.M. on Friday, December 20, 2024
Contact Name: Thomas Boucher, Manager of Operations
Contact E-mail:
tboucher@artwindsoressex.ca
Proposals Due: Received no later than 5:00 P.M. on Friday, January 17, 2025
Deadline for Proposals
This request for proposal (RFP) is issued on behalf of
Art Windsor-Essex (AWE) which is the sole point of contact during the procurement process.
Proposals must be received via email by no later than 5:00 P.M. on Friday, January 17, 2025, addressed to:
Thomas Boucher
Manager of Operations
tboucher@artwindsoressex.ca
519-977-0013 ext. 128
If additional information is required to interpret the requirements outlined within this document, emailed questions must be received by Thomas Boucher no later than 5:00 p.m. on Friday, January 3, 2025. No information will be provided verbally, or by any other person will be considered binding. All respondents should use this document and its attachments as the basis for their proposal at this time. Also, all applicants will be provided a copy of submitted questions and answers.
This request for proposal (RFP) is for the sole purpose of soliciting proposals to meet the needs of Art Windsor-Essex. Under no circumstances is this document to be forwarded, copied or made public, in whole or in part, without the pre-approved written consent of Art Windsor-Essex. Upon completion of the RFP process, vendors are asked to destroy the original and all copies of this document.
This request for proposal (RFP) does not commit Art Windsor-Essex to award a contract, to pay any costs incurred in the preparation of a response to this request or to produce or contract for services or supplies. Art Windsor-Essex reserves the right to accept or reject any or all proposals received as a result of this request, to waive minor irregularities in the procedure, to negotiate with any qualified source or to cancel in part or in its entirety, this RFP, if it is in the best interests of Art Windsor-Essex to do so.
Proposals may be amended by Art Windsor-Essex in response to a need for further clarification, specifications and/or requirement changes, new opening dates, etc. Proposals may be amended after receipt by Art Windsor-Essex by submitting a later dated proposal that specifically states that it is amending an earlier proposal. No proposal may be amended after the opening date unless requested by Art Windsor-Essex. Proposals may be withdrawn by the Proponent, only in entirety and by a written request to Art Windsor-Essex.
Disclosure of any possible conflicts of interest that may result from the award of this contract, or services provided under this contract must be declared in the proposal.
Who We Are
Art Windsor-Essex (hereafter AWE) inspires growth through the power of art. We harness the power of art to open minds and hearts to new ideas, perspectives and ways of thinking that inspire people to grow emotionally and intellectually. AWE’s 2021-25 strategic plan goals are to transform into a community-driven art gallery for the 21st century; spark community conversations around ideas and issues, such as history, culture and society, leveraging the Collection and exhibitions; provoke conversation through exhibitions and programs, and introduce different ways to look at, think about, and make art; and serve and engage with communities as a key, unique hub for learning through art. AWE reaches these goals by reinventing how we work with stakeholders and presenting artworks in ways that make them more relevant, accessible, and compelling to diverse audiences. Our vision is to become a welcoming person-centred, community-driven place for art and culture.
AWE opened in 1943 as the Art Gallery of Windsor in Windsor’s historic Willistead Manor. AWE’s collection of nearly 4,000 works dates from the 17th-21st centuries, dominantly relating to art production in Canada. AWE’s nationally acclaimed collection and cutting-edge contemporary art program focus on Indigenous art, historical Canadian art, and contemporary art. AWE has received numerous provincial and municipal awards for our programs, publications, staff talent, volunteers, partnerships and operational excellence. In 2022, we changed our name from the Art Gallery of Windsor to Art Windsor-Essex, signalling the changes we are making to get out of our physical building, and to be where the people are.
Project
Art Windsor-Essex is issuing a request for proposal (RFP) to seek a consultant experienced working with either Nonprofit Charities or Museums/Art Galleries to assist the Board, Executive Director and staff in developing a strategic plan.
The consultant will have knowledge and experience in:
- Non-for-profit trends/issues
- Research methodology
- Presentations and report writing
- Market research
- Ability to work with various stakeholders
- Clear understanding of cultural/non-for-profit organizations within the Windsor/Essex and surroundings regions
- Statistical analysis
- Goal tabulation and formulation
Timing
AWE’s present strategic plan is set to expire in 2025. The goal is to implement a new five-year strategic plan to begin in 2026.
Methodology
AWE is not committed to any particular methodology for generating the strategic plan.
However, the method proposed by the consultant must include:
- How the process will be structured, including reference to any specific planning method
- Detail of how the public, staff, and Board will be engaged in the process
Scope of Work
AWE has recently undertaken an stakeholder analysis report to aid with crafting the next strategic plan and guiding the organization forward, to be provided to the selected consultant. The selected consultant will use the findings of this report, along with any other pertinent data to aid in crafting the next five-year strategic plan (2026-2030). The consultant will prepare and lead strategic planning session(s) with AWE’s Strategic Planning Subcommittee and Board of Directors. The consultant will facilitate the process and assessment of the current mandate, mission, vision, and support the creation of strategic goals.
Final Product
AWE expects the following key deliverables from the consultant at the conclusion of the project:
- A written strategic plan integrating the elements described in this RFP, including goals and objectives
- A strategic plan handout for use in communications material, which will be a synopsis document for communications purposes
- A data package which incorporates all statistics, reports, surveys, facilities data, and any other supporting data used during the planning process
- A presentation to the Board of Directors and other stakeholders as required to communicate highlights of the strategic plan
- A summary of recommendations regarding implementation and recommended analysis tools to measure actual results against the strategic plan (ie. Key Performance Indicators), including tools to evaluate emerging opportunities for advancement to aid with real- time decision making.
If deemed necessary, the consultant will challenge AWE to validate or update the present mandate, mission, and vision.
The final product and all related materials shall be the sole property of AWE.
Proposal Requirements
Each proposal submission should include the following documented information:
1) Background of the firm or company including full legal name, business mailing address, business phone number, website, the number of years in business and full disclosure of any parent company and/or subsidiary affiliations;
2) Experience and qualifications with respect to performing strategic planning for non-profit organizations, museums/galleries and/or businesses of similar size to AWE;
3) The name of our primary contact within your organization and their direct contact details;
4) An Executive Summary of the basic highlights of the Proposal;
5) The proposed consultant or consultant team and their qualifications;
6) Outline the approach of the firm or company, and identify resources to be assigned to the strategic process. This should include the number of planned field visits, expectations of working paper completion from management and staff, any other relevant information;
7) Fee structure and/or timing of billing including cost breakdown for each service component;
8) Proposals should include at least three references and one sample of a strategic plan you have delivered.
Review Process
AWE will establish a process to review proposals. AWE may arrange a meeting(s) to obtain clarifications or allow proponents the opportunity to present their proposal. AWE reserves the right to accept or reject any or all proposals.
Evaluation Criteria
Proposals will be reviewed and evaluated based on the following criteria:
- Proposed objectives and approach (50%)
- Business qualifications and industry knowledge (30%)
- Experience developing strategic plans with the boards of arts/cultural organizations (10%)
- Pricing proposal (105)
Timeline
December 2, 2024 - RFP issued/posted
December 20, 2024, 5:00pm - Last day for RPF questions
January 3, 2025, 5:00pm - Responses to questions circulated
January 17, 2025, 5:00pm - Proposals are due
February 3 to 7, 2025 - Interviews & Presentations / Selection
February 17, 2025 - Work commences
May 10, 2025 - Presentation to Board of Directors
June 25, 2025 - Approval of Strategic Plan by Board of Directors
January 1, 2026 - Five year Strategic Plan implemented
Budget
Subject to prospective contractor quotations for required work (all inclusive) and discussion with AWE, up to a maximum of $15,000.00
