THE Art Gallery of Windsor
Request for Proposals – No: 20201
Dated: July 3, 2020
Proposal Highlights
Questions:Received no later than 5:00 P.M. on Friday, July 17, 2020. REVISED Wednesday July 22, 2020.
Contact Name: Jennifer Matotek, Executive Director
Alternate:Thomas Boucher, Manager of Financial Services and HR Assit.
Contact E-mail: jmatotek@agw.ca
Proposals DUE:Received no later than 5:00 P.M. on Friday, July 31, 2020
DEADLINE for PROPOSALS
This request for proposal (RFP) is issued on behalf of The Art Gallery of Windsor (“AGW”), 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, July 31, 2020 addressed to:
Jennifer Matotek
Executive Director
The Art Gallery of Windsor
jmatotek@agw.ca
If additional information is required to interpret the requirements outlined within this document, emailed questions must be received by Jennifer Matotek no later than 5:00 p.m. on Wednesday July 22, 2020. 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 The Art Gallery of Windsor. 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 The Art Gallery of Windsor. 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 The Art Gallery of Windsor 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. The Art Gallery of Windsor 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 The Art Gallery of Windsor to do so.
Proposals may be amended by The Art Gallery of Windsor in response to a need for further clarification, specifications and/or requirement changes, new opening dates, etc. Proposals may be amended after receipt by The Art Gallery of Windsor 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 The Art Gallery of Windsor. Proposals may be withdrawn by the Proponent, only in entirety and by a written request to The Art Gallery of Windsor.
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
The Art Gallery of Windsor (AGW) supports the presentation of Canadian visual arts in the international border community of Windsor-Detroit, one of the busiest border crossings in North America. Formed in 1943 (incorporated 1944), the Gallery is a year-round cultural pillar situated in a premium and purpose-built downtown riverfront location overlooking the Detroit River and downtown skylines.
The AGW is known for its cutting-edge contemporary art program and Canadian Art collections now approaching 4,000 works. The collections focus begins in the later 17th century and continues to contemporary art in a diverse range of media including painting, sculpture, printmaking and drawing, photography, installation and moving image technologies. The collections are held in trust for the people of Windsor-Essex and visitors to the region as cultural heritage resources for current and future generations. Since its inception the Gallery’s collection and programs have been built with a Director-Curator led vision of important Canadian cultural property of lasting significance in the visual arts.
The mandate of the Art Gallery of Windsor is to provide access to the visual arts and bring about in increased appreciation of the role of the visual arts in Canadian society. The Gallery is an independent non-profit Canadian charity (registered in 1944) whose success is dependent on the generosity of its stakeholders, members, sponsors and granting agencies. Since 2013 the AGW is a back-to-back award winning recent recipient of 20 provincial and public awards for excellence in exhibitions, curation, publishing, writing, volunteerism, staffing and partnerships, including the 2019 Best of Windsor Award for Best Art Gallery or Public Art Space.
Our Vision: “Fostering a Love and Appreciation of Art with You.”
Strategic Plan 2015-2020
Project
The Art Gallery of Windsor 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, 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
The AGW’s present strategic plan is set to expire in 2020. The goal is to implement a new five-year strategic plan to begin in 2021.
Scope of Work
The AGW has recently undertaken a key feasibility study to aid with crafting the next strategic plan and guiding the organization forward. The consultant will use the finding of this study, along with any pertinent data from the community, other museums/galleries to ultimately aid in crafting the next five-year strategic plan. (2021-2025). The consultant will prepare and lead the strategic planning session(s) with the AGW’s board of directors. The consultant will facilitate the process and assessment of the current mandate, mission, vision, and support the creation of strategic goals.
Following the planning and discussion session, the consultant will provide the Executive Director/and Board of Directors a report based on the gathered information for further clarification and development with the board. The consultant will prepare a final report with Executive Summary of the five-year strategic plan, including goals and objectives. As well potentially if deemed necessary validate or update the present mandate, mission, and vision.
The final report must also include a strategic plan handout for members, patrons, and for posting on the AGW’s website, and other channels as deemed necessary. This will be a synopsis document for transparency, and potentially for any funding organization or community partner, likely to be used for future grant applications, and proposals for fundraising.
The consultant is also to develop recommendations regarding implementation and provide analysis tools to measure actual results against the strategic plan (ie. Key Performance Indicators). As well as tools to evaluate emerging opportunities for growth/development to aid with real time decision making.
A final step will be to conduct follow-up sessions at 6 month and 1 year points after plan delivery to gauge and evaluation the progress of implementation.
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, fax number, web site, 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 the AGW;
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
The AGW will establish a process to review proposals. The AGW may arrange a meeting(s) to obtain clarifications or allow proponents the opportunity to present their proposal. The AGW 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 (30%)
- Business qualifications and industry knowledge (30%)
- Experience developing strategic plans with the boards of arts/cultural organizations (20%)
- Pricing proposal (20%)
Timeline
Jul 3, 2020 RFP issued/posted
Jul 17, 2020 5:00pm Last day for RPF questions
Jul 22, 2020 5:00pm Last day for RPF questions
July 31, 2020 5:00pm Proposal are due
Aug 10-14, 2020 Interviews & Presentations / Selection
Sep 1, 2020 Work commences
Oct 28, 2020 Presentation to Board of Directors
Jan 1, 2021 Five year Strategic Plan implemented
Jun, 2021 Evaluation session #1
Dec 2021 Evaluation session #2
Budget
Subject to prospective contractor quotations for required work (all inclusive) and discussion with AGW, up to a maximum of $10,000.00
