REQUEST FOR PROPOSAL
This is not a purchase order
“Community Culture Master Plan Update (05/31)”
DATE: May 17, 2007
NAME: ADDRESS:
Sealed proposals will be received in Purchasing Section, Financial Services Department The City of Red Deer, City Hall, 4914 48 Avenue, P.O Box 5008, Red Deer, AB T4N 3T4 Attention of the Purchasing Section Proposals will be received up to 4:00:00 P.M., May 31, 2007 All envelopes containing proposals are to be sealed and marked:
“COMMUNITY CULTURE MASTER PLAN UPDATE (05/31)”
The City will NOT accept proposals by fax In submitting a proposal the proponent agrees that it is NOT a tender.
Proponents are required to provide seven (7) copies of their proposal Instructions to Proponents Attached Request for Proposal Information Attached Terms of Reference Attached
Kathy Stewart The City of Red Deer
Telephone Number: 403-342-8474 FAX Number: 403-341-6960 Email: Purchasing@reddeer.ca City Website: www.reddeer.ca
Date: ___________________________________________ Phone Number: ___________________________________
(TOLL FREE PREFERRED)
Signature of Proponent: ____________________________________ Print Name: _____________________________________________ Email Address:
Fax Number: _____________________________________ G.S.T. Registration Number: _________________________
1090-RPC-07-194
CULTURE COMMUNITY MASTER PLAN UPDATE INSTRUCTIONS TO PROPONENTS
a. Late proposals received after closing date and time will NOT be considered. b. Prices are to be quoted f.o.b. The City of Red Deer, Box 5008, Red Deer, Alberta. Prices quoted shall be G.S.T. NOT included. Prices must be quoted in Canadian Dollars. c. Failure of an authorized representative or agent to sign the proposal, in ink will be cause for rejection of the proposal. d. A proposal that is informal, incomplete, non-compliant with the requirements, or otherwise irregular in anyway to the requirements of the Request for Proposal, may be declared invalid and rejected. e. “Must” and/or “shall” indicates a mandatory requirement. If not satisfied proposal will be considered noncompliant. f. For proposal closing purposes, the official time of receipt of proposals shall be as determined by the time recorder clock used to time and date stamp proposal, upon submission as received, by Financial Services Department.
g. All proponents must be recognized dealers in the materials or equipment specified and be qualified to advise in their application or use. A proponent, at any time requested, must satisfy the Purchasing Section that he has the requisite organization, capital, plant, stock, ability and experience to satisfactorily execute the Contract in accordance with the provisions of the Contract in which he is interested. h. The successful proponent will be determined by evaluation criteria as set in the Terms of Reference and advised in writing by the Purchasing Section. i. The City of Red Deer reserves the right, in its sole discretion, to: ● reject or accept any proposal, including the right to reject all proposals; ● negotiate with any or all Proponents after the closing date; ● interviews may be setup at The City’s discretion; All proposals are subject to final budget approval.
j.
k. The City may accept or waive a minor and inconsequential irregularity, or where practicable to do so, The City may, as a condition of proposal acceptance, request a Proponent to correct a minor and inconsequential irregularity with no change in proposal price. The determination of what is, or is not, a minor and inconsequential irregularity, and the determination of whether to accept, waive, or require correction of an irregularity, and the final determination of the validity of a proposal, shall be at The City’s sole discretion. l. Proponents are advised that only the City of Red Deer Purchasing Section has authority to receive communications in respect to this Request for Proposal or to make binding representation on behalf of The City with respect to the contracting process. While technical issues may be answered by the Department which is responsible for establishing technical specifications or supervising the implementation of the contract, those Departments have no authority to make commitments in respect to the formalities of the proposal or contracting process. Proponents are invited to direct enquires to : City of Red Deer, Purchasing Section Attention: Kathy Stewart P.O. Box 5008 Red Deer AB T4N 3T4 Or submitted by fax: (403) 341 6960 or email: purchasing @reddeer.ca
m. The City reserves the right to waive any formality or informality in the procurement of the goods and/or services indicated herein. n. The policy of The City is to refuse to do business with parties who do not act in good faith towards The City, whether by failing to live up to the terms of their agreements or by entering into litigation with The City without valid justification. o. This procurement is subject to: Part IV, Chapter Five and Annex 502.4 of the Agreement on Internal Trade.
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CULTURE COMMUNITY MASTER PLAN UPDATE TERMS OF REFERENCE
A. INTRODUCTION The City of Red Deer (The City) requires an individual or team of individuals to develop an updated Community Culture Master Plan (Culture Master Plan) that expands on the work that was done in the 2000 Community Culture Master Plan (2000 Master Plan) through an inclusive and consultative process. Phase one will include an assessment of the current situation, evaluation of the implementation of the first twentyseven recommendations in the 2000 Master Plan, cultural mapping, community and stakeholder consultation, master plan development including recommendations, suggestions for implementation, and related conceptual costs. Phase two will be the development of an implementation plan for the Culture Master Plan and recommendations for monitoring and evaluation of the implementation. Phase two is dependent on grant funding. The project will include a process for public input including representation from all arts and heritage disciplines, associated businesses, artists, organizations, general stakeholders, community interest groups, service clubs, educational institutions and the general public. Recommendations will take into consideration current strengths, emerging trends, resources, current and future growth, demographics, possible partnerships, and community redevelopment strategies. It will also address the impact of the recent restructuring of the Recreation, Parks and Culture Department and its corresponding shift to a community development service delivery model. The final report will address how this shift can best support cultural development in the community and define The City’s role in moving the community’s cultural agenda forward and identify outcomes for success. The anticipated result is a comprehensive Culture Master Plan for the community that is clear, concise and accessible to the community in language and presentation. The Culture Master Plan will include specific recommendations for the community and the stakeholders charged with aspects of the implementation, and will be a roadmap for culture in our community over the next five plus years with measurable signposts of achievement the community can celebrate. B. BACKGROUND INFORMATION In 2000 The City undertook, in cooperation with the Cultural Charter Partners and the Red Deer and District Allied Arts Council, a community-wide process of consultation to prepare a Community Culture Master Plan for Red Deer and area. Through the 2000 Master Plan, twenty-seven recommendations were developed for implementation in the community. As a part of the preparation of a Culture Master Plan, and continuation of the project, it would be necessary to revisit the 2000 Master Plan, as well as reconnect with those in the community it was designed to serve. The original Community Cultural Master Plan project included working with the cultural (arts and heritage) community of Red Deer, including community groups, professional artists, businesses and the general public to develop a comprehensive culture master plan for the community. The resulting document has guided the development of culture in the community during the past seven years. This development was supported by the designation of The City of Red Deer as a Cultural Capital of Canada for 2003 which was implemented by Culture Link, a cultural development organization created by recommendation of the 2000 Master Plan. Over the past seven years the community has reached several signposts of achievement stemming from the 2000 Master Plan. It is now time to chart the next stage of this journey. The cultural community of Red Deer is strong and vibrant and contributes significantly to the quality of life of our citizens through its support, provision and advocacy of arts and heritage. It requires a shared vision,
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CULTURE COMMUNITY MASTER PLAN UPDATE TERMS OF REFERENCE
working together to chart a direction for the development of this important aspect of Red Deer and our region. This project will provide this ongoing shared vision. C. PROJECT OVERVIEW The project will include an evaluation of how the first twenty-seven recommendations in the 2000 Master Plan were implemented or addressed, results achieved, an assessment of their continuing relevance to our community, the development of new recommendations and initiatives to move culture forward in our community, and also to identify roles and responsibilities of stakeholders. The process and subsequent recommendations will provide clear strategic directions for culture in our community and be grounded in research and a comprehensive public consultation processes involving the community-at-large, arts and heritage groups and other stakeholders. Culture is a vital aspect of our community and as such we are seeking an effective planning and engagement process to develop a comprehensive Culture Master Plan that represents and promotes a diverse cultural community, cultural amenities and facilities, and encourages culture (arts and heritage) development and consultation in all aspects of the community. The consultant should use innovative and creative methods to attract community and stakeholder input. The arts and heritage community of Red Deer includes both amateur and professional artists, community groups and organizations, businesses and facility operators and the general public as end-users. The final document should reflect goals, objectives, and outcomes for all these components. • Deliverables 1. Evaluate how the first twenty-seven recommendations in the 2000 Master Plan were implemented or addressed, results that were achieved, and assess their continuing relevance to our community. 2. Develop an innovative, creative and thorough public consultation process including, but not limited to, focus groups, open houses and meeting presentations ensuring there are ample opportunities for input. 3. Identify community needs that represent the total arts community including amateur and professional arts organizations, the professional arts community, stakeholder groups and the public. 4. Identify how the development of culture contributes to the vitality, diversity and overall quality of life in our community. 5. Through recommendations, identify roles and responsibilities of stakeholders and program/service providers including conceptual costs for implementation. 6. Develop an updated Culture Master Plan including expansion on initial recommendations as appropriate, new recommendations and initiatives to move arts and culture forward in our community, and recommendations for implementation. 7. Compile cultural community mapping (as per Cultural Mapping Toolkit from the Creative Cities Network) with information supplied by City of Red Deer Culture Services Section. • Draft and Final Reports Required 1. A series of draft working reports and intended processes for review and feedback from the Culture Master Plan Steering Committee and approval by the Culture Superintendent. 2. Four draft copies of the final report which includes an Executive Summary, articulating recommendations as supported by consultation process and research, will be provided for approval by the Steering Committee. 3. 30 copies of the Final Detailed Draft Report, as approved by the Steering Committee, for presentation to the Recreation, Parks and Culture Department, Senior Management Team and Red Deer City Council. 4. Supply 30 final reports for approval to the Culture Superintendent, Steering Committee, stakeholders, Senior Management Team and the City Manager. In addition, the report will be provided in electronic format using Microsoft Office and PDF. 5. Executive Summary of final report in electronic format using Microsoft Office and PDF. 6. All information collected and reported for this project is kept strictly confidential and is the property of The City of Red Deer.
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CULTURE COMMUNITY MASTER PLAN UPDATE TERMS OF REFERENCE
General Process Guidelines 1. Consultant Responsibilities i. Establish initial meeting with the Steering Committee to discuss terms of reference including work guidelines, timelines, expected outcomes and available resources. ii. Work closely with the Steering Committee comprised of representatives from the various stakeholder groups and the community. iii. Include in the proposal an outline of meeting and milestone dates that will be confirmed with the Steering Committee. iv. Establish a comprehensive list of key stakeholders and develop a consultation and information-sharing process for approval by the Steering Committee. v. Gather relevant input and report findings and recommendations to the Steering Committee, as necessary, at strategic points throughout the process as outlined in Sections C and D. vi. In consultation with the Steering Committee, develop a communication plan for stakeholders and the public throughout the process. vii. Be responsible for all costs of research, consultations, analysis, reporting, printing and presentations required to complete this initiative. This will include, but not be limited to, telephone calls, travel, meeting costs etc. Must also identify proposed disbursement schedule. viii. Compile a review of existing information which will include: • Cultural Charter Partners Mandate and Marketing Proposal (2005) • Community Services Action Plan • City of Red Deer Strategic Plan • The Economic and Social Benefits of Arts, Culture and Heritage in Red Deer, AB * • Creating Culture Around Every Corner * • Arts Disciplines Needs and Facilities Assessment Report * • Others as identified by the Steering Committee • Cultural Mapping Toolkit, the Creative City Network of Canada Community Culture Master Plan 2000* • Vision 2015 (AB Recreation and Parks Assn.) • Recreation, Parks and Culture Reorganization Report ix. Presentations of final report to Senior Management Team and Red Deer City Council. *Will be supplied in electronic format. 2. Steering Committee Responsibilities i. Meet with the consultant several times during the course of the contract, depending on the proposed work plan, and guide process and timelines. ii. Review drafts, reports, plans and recommendations. iii. Give final approval of the work of the contract. 3. Culture Superintendent Responsibilities i. Oversee the contract with final approval of the work coming from the Steering Committee. ii. Arrange for presentations to Senior Management Teams etc. as required. D. PROJECT BUDGET The maximum budget for Phase 1 is $28,000.00. Please submit your proposed total fee, (including GST), hourly rate and hourly assignment to each phase of the project, and expected disbursement. •
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CULTURE COMMUNITY MASTER PLAN UPDATE TERMS OF REFERENCE
E. CONSULTING SERVICES CRITERIA It is understood by all interested proponents that in order to qualify the successful consultant/consulting team must: Have demonstrated expertise in research and analysis. Experience in research related to community-based analytical research would be an asset; Be aware of the current issues and trends in community cultural development and/or service delivery; Be familiar with current community culture development practices and needs; Have an ability to deal with media, in a politically sensitive manner appropriate to The City of Red Deer; Have excellent writing and presentation skills, including the ability to synthesize large amounts of information and prepare written documents and oral presentations that capture collective intent and relay pertinent information to a range of readers; Demonstrated success at working with committees and the public, particularly in gathering pertinent information to contribute to recommendations. F. CONSULTING SERVICES SELECTION PROCESS A sub-committee of the Recreation, Parks & Culture Facility Needs Assessment Steering Committee will evaluate all proposals. Proposals will be measured on proponents’ merits, experiences, and a proposed plan to carry out the Terms of Reference and their proposed contract fees. In person interviews, requiring a contractor presentation will be conducted with potential proponents. All unsuccessful proponents will be notified by mail. The City of Red Deer will not be liable for any costs of proposal preparation, presentation or negotiations. All proposals and accompanying documentation submitted by proponents and received by the deadline become the property of The City of Red Deer and will not be returned. G. PROPOSAL SUBMISSION Proponents are required to provide seven (7) copies of their proposal no later than 4:00:00 P.M. on May 31, 2007. The proposal must include: i. Proponents Profile (legal name, address, telephone, fax, email and contact person); ii. Experience and qualifications (for all team members); iii. Three relevant and recent references (who can verify respondent’s eligibility as noted above); iv. A detailed work plan, including timelines for completing the project; v. Expectations of Steering Committee and proposed meetings as necessary; vi. Expected contract fees with a breakdown of hourly rates for all team members (do not include GST); vii. Proposed payment schedule for payment of fees to consultant viii. Other relevant information the respondent deems necessary to support their proposal. In addition, please consider the following recommendations: • • • Proposals are to be brief, clear and concise using bullets where appropriate; Innovative ideas, where appropriate are to be listed but not described in detail Additional work items or levels of service that you have available and recommend outside this
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CULTURE COMMUNITY MASTER PLAN UPDATE TERMS OF REFERENCE
Terms of Reference may be listed separately with a brief explanation and an estimated extra cost; Allowances for engaging sub-consultants, hiring temporary staff and rental of specialized equipment are to be identified and included in the overall budget. H. SUGGESTED PROJECT TIMELINES 1. Request for Proposals Submission 2. Consultant Selection 3. Project Start 4. Research/Consultation 5. Draft report 6. Final Report I. EVALUATION The City of Red Deer intends to evaluate the submitted Proposals, on the basis of the criteria listed below and shall have the sole and unfettered discretion to award up to the maximum number of points for each of the criteria listed. Criteria Experience and Qualifications Understanding of the requirements set out in the Terms of Reference An indication that the Proponent is capable of working within the financial resources available for the project List of key personnel and previous experience with similar projects Proposed methodology Total Weighting 20 20 10 10 40 100 May 31, 2007 June 5, 2007 June 12, 2007 June/July/August/September, 2007 October 30, 2007 November 15, 2007
J.
ADDITIONAL REQUIREMENTS The successful proponent will be required to enter into a written agreement with The City of Red Deer. The contract will be deemed to have been fulfilled with the acceptable delivery of the final report including all of the deliverables according to the requirements set out in the Terms of Reference and the contract. Upon award the successful proponent must submit proof of Professional Liability Insurance in the amount of not less than $2,000.000 with an insurance broker licenced in the Province of Alberta.
K. RESERVATION RIGHTS The City reserves the right, in its sole discretion to: • Reject or accept any proposal, including the right to reject all proposals • Negotiate with any or all Proponents after the closing date
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