ART WINDSOR-ESSEX
REQUEST FOR PROPOSALS – NO :202301
DATED: AUG 01, 2023
PROPOSAL HIGHLIGHTS
QUESTIONS: Received no later than 5:00 pm on AUG 29, 2023
CONTACT NAME: Sean Chooti, Lead, Marketing and Engagement
CONTACT E-MAIL: schooti@artwindsoressex.ca
PROPOSALS DUE: Received no later than 5:00 pm on SEPT 01, 2023
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 PM on September 01, 2023, addressed to:
Sean Chooti , Lead, Marketing & Engagement
Art Windsor Essex
schooti@artwindsoressex.ca
If additional information is required to interpret the requirements outlined within this document, emailed questions must be received by Sean Chooti no later than 5:00 on August 29, 2023. 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.
The 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 Proposals may be withdrawn by the Proponent, only in entirety and by a written request to Art Windsor-Essex.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.
Background on Art Windsor-Essex (AWE)
Art Windsor-Essex (formerly known as The Art Gallery of Windsor) is a non-profit public art gallery focused on presenting the visual arts of Canada. The gallery was formed on October 1, 1943, and incorporated on June 8, 1944, with the mandate of serving Southwestern Ontario region and the international border community of Windsor, Ontario and Detroit, Michigan, USA. In the intervening years it has become a cultural pillar situated in a premium and purpose-built downtown riverfront location overlooking the Detroit River and downtown skylines. AWE is an award-winning organization known for its cutting-edge contemporary art program and Canadian art collections of over 4, 000 works. The exhibition galleries (comprising about 15, 000 square feet/4, 700 metres) include both changing exhibitions, on-going displays, of the acclaimed art collection, which features historical, modern and contemporary art.
Our Mission: Art Windsor-Essex harnesses 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 Strategic Pillars:
• Transformation: To transform AWE into a community driven art gallery for the 21st century.
• Creating Conversations: To spark community conversations around ideas and issues, such as history, culture and society, leveraging the gallery’s collection and exhibitions.
• Education & Engagement: To serve and engage with the community as a key hub for learning through art in Windsor-Essex.
• Stewardship: To ensure AWE’s long-term sustainability, manage our assets effectively, be accountable to our community, and maintain positive relationships with stakeholders.
The Project
Art Windsor-Essex is issuing a request for proposal (RFP) to seek a Creative Services Agency experienced with either Non-profit Charities or Museums/Art Galleries to generate a series of creative assets, including custom designed assets and templates for day-to-day use. The Creative Services Agency will have knowledge and experience with:
• Design Expertise: Proven track record in art-related design, encompassing branding, visual identity, exhibitions, and digital media.
• Non-profit Sector Understanding: Familiarity with the needs and challenges of non-profit organizations, aligning designs with your gallery's mission.
• Art and Cultural Knowledge: Appreciation of various art forms and cultural contexts to resonate with diverse audiences.
• Experience with Similar Projects: Successful completion of design projects for non-profit art galleries and cultural institutions.
• Accessibility, Equity, and Inclusivity: Commitment to creating designs that are accessible and inclusive.
• Marketing and Promotion: Ability to craft designs that effectively promote the gallery's events and activities.
• Budget and Resource Management: Skilled in managing projects within budget constraints while maintaining quality.
• Collaboration and Communication: Strong communication skills to understand your vision and collaborate effectively.
• Digital Proficiency: Proficient in digital design software and online platforms for enhanced engagement.
• Printing and Production Knowledge: Understanding of print production processes for physical materials.
• Sustainability and Ethical Design: Committed to sustainable and ethical design practices.
Scope of Work
Art Windsor-Essex seeks Creative Services Agency to assist with creative assets that will align with our 2021 rebrand and accompanying brand bible. This brand bible will serve as the foundation for various assets to be produced for Art Windsor-Essex, including both custom design work and templates. Work may include, but is not limited to the following:
Examples of required design templates:
1. Exhibition and event signage.
2. Social media graphics.
3. Sponsorship materials.
4. Education materials (one sheets), including visitor guides.
5. Visitor surveys and other forms.
6. Slideshow/presentation.
Examples of required custom designs:
1. Website graphics as needed.
2. Designs for printed media and promotional materials.
3. Merchandise design.
4. Building signage.
5. Digital campaign assets, including e-mail blasts.
6. Fundraising and Special Event Creative, both print & digital.
7. Annual impact report.
Proposal Requirements
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 nonprofit 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) Creative Approach: Describe the creative approach by your agency for this specific project and demonstrate how they will align with the gallery’s mission, mandate, and values.
7) Fee structure and/or timing of billing including cost breakdown for each service component.
8) Portfolio and Experience: Please provide a portfolio of relevant projects that highlight your agency’s experience in working with non-profit organizations or art-related projects, as well as three references.
Proposals must not exceed 3 single-sided pages, excluding the cover letter and design examples included in the portfolio section.
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 proposals. 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:
1. Proposed creative approach and quality of portfolio examples (30%)
2. Business qualifications and industry knowledge (30%)
3. Experience developing creative assets for arts/cultural or similar organizations (20%)
4. Pricing proposal (20%)
Anticipated schedule
August 1, 2023 – RFP issued/posted.
August 29, 2023 – Last day for RFP questions.
September 1, 2023 - Deadline for proposals.
September 5-8 - Selections are made.
Work contract commences October 2, 2023
Budget
Subject to prospective Creative Services quotations for required work and discussion with AWE, up to a maximum of $25,000 annually.
Contract Period: Three-Year Engagement Starting October 2, 2023
In consideration of the proposed project and the alignment of Art Windsor-Essex's vision with the Creative Services Agency's expertise, the gallery is requesting a contract period extending for three years, commencing on October 2, 2023. The chosen agency's demonstrated experience in art-related design, understanding of nonprofit organizations' needs, and commitment to accessibility, inclusivity, and ethical design will make them an ideal partner for the gallery's creative assets requirements. We anticipate a collaboration that elevates AWE's brand and engage our diverse audience through innovative and impactful, user-friendly designs.
Proposal Conditions
This RFP does not constitute an offer to contract and does not commit AWE to the award of a contract to anyone, or to pay any costs incurred in the preparation and submission of proposals. AWE reserves the right to reject any or all proposals that do not conform to the requirements stated herein. AWE reserves the right to cancel all or part of this RFP for any reason determined by AWE to be in the public interest.
Private and Confidential Property of Art Windsor-Essex
