REQUEST FOR PROPOSAL Strategic Planning Consultant

Transcription

1 REQUEST FOR PROPOSAL Strategic Planning Consultant Proposals will be received un2l FRIDAY, October 13, 5:00 pm EDT This RFP is also available at our website: Strategic Plan Development 1 of 7

2 I. GENERAL INFORMATION Project Objec2ve: Issuing Organiza2on: To develop a 5-year strategic plan Associa2on of Canadian Archivists (ACA) 223 Colonnade Rd, Suite 111 Nepean, Ontario K2E 7K3 RFP Issued: October 3, 2017 Ques2ons must be received by: 5:00 pm, EST, October 6, 2017 Responses to ques2ons: 5:00 pm, EST, October 10, 2017 Due date for proposals: 5:00 pm, EST, October 13, 2017 Decision announced: 5:00 pm, EST, October 16, 2017 The ACA Board will solicit proposals with an honest inten2on to award a contract. The ACA Board reserves the right to reject any or all proposals. Contact Person: Craig Noonan, Execu2ve Director Associa2on of Canadian Archivists x 302 craig.noonan@archivists.ca II. SUMMARY The Associa2on of Canadian Archivists is seeking consultant services for the development of a 5- year strategic plan (September 2018-August 2023) based on the needs of providing services and leadership to over 600 archivists across Canada, and facilita2ng an understanding an apprecia2on for Canada s archival heritage. The project will be supported by the Strategic Plan Task Force. III. BACKGROUND The Associa2on of Canadian Archivists is a federally incorporated Not-for-Profit Associa2on that represents over 600 archivists across Canada, with headquarters in Obawa. Our mission is to provide the archival profession leadership and to facilitate an understanding and apprecia2on of Canada s archival heritage. Recognizing the diversity of the Canadian archival community and its organiza2ons, the Associa2on of Canadian Archivists envisions a dynamic, well educated, and well informed informa2on profession, strategically posi2oned to ensure: the preserva2on and accessibility of Canada's informa2on resources and its documentary heritage; the public's apprecia2on of those resources and that heritage; and the role of the Canadian archival community in its preserva2on and accessibility. As we work to achieve our vision, the ACA will provide strong and diversified professional leadership and support to the Canadian archival community by ensuring openness and transparency, fostering the par2cipa2on of our members, promo2ng na2onal and interna2onal coopera2on, and by developing sustainable and accountable programming and ac2vi2es Strategic Plan Development 2 of 7

3 A Board of directors consis2ng of 7 directors-at-large, and an Execu2ve Director oversee the governance and opera2ons of the ACA that has an annual opera2ng budget of approximately $400,000. Each year the ACA s annual conference brings together leading Canadian as well as interna2onal archivists for a 3-day program of high level presenta2ons and discussions, as well as unrivalled networking opportuni2es. The ACA Releases a semi-annual journal, Archivaria, which is devoted to the scholarly inves2ga2on of archives in Canada and interna2onally. The ACA currently has seven Strategic Priori2es: 1. Advocacy 2. Communica2on 3. Governance 4. Outreach 5. Educa2on 6. Membership 7. Ethics The Associa2on of Canadian Archivists Founda2on was created and federally incorporated by ACA in 2006 and has received a Cer2ficate of Con2nuance under the Canada Not-for-profit Corpora2ons Act (CNCA). The purpose of the Founda2on is to provide a fund-raising and fund gran2ng charitable organiza2on, with the specific aim of suppor2ng the educa2onal and research needs of the Canadian archival profession. IV. SCOPE OF WORK The ACA Board is seeking a consultant to lead the board and staff through the process of developing a five year strategic plan (September August 2023). This process is expected to take 10 months and follow a SOAR framework (Strengths, Opportuni2es, Aspira2ons and Results). The project includes conduc2ng a series of in person and remote consulta2ons with members of the Strategic Plan Task Force, as well as with stakeholders, in advance of an in-person mee2ng of the members to be hosted in Edmonton, Alberta between June 7 9, The strategic planning process will be lead by the consultant, working alongside the Strategic Plan Task Force, and include input from staff, board directors, associa2on members, and community partners. Key Areas of Work Conduct a strategic assessment of all key program areas, including a thorough review of exis2ng materials and interviews with key stakeholders (staff, board directors, members, and community partners). Design facilitated strategic planning mee2ng for the Strategic Plan Task Force (October 21, 2017) to discuss the key ques2ons, aiming for consensus results. Develop and administer an online survey to collect informa2on from membership, assess and synthesize data collected Strategic Plan Development 3 of 7

4 Develop and facilitate three online workshops (6-8 people each) to solicit addi2onal feedback from members, assess and analyze data collected. In collabora2on with the Strategic Plan Task Force, synthesize the discussions into a five-year strategic plan document for ACA, for review by members at the ACA Annual Mee2ng, June 7-9, Deliver a final strategic plan document for Board approval no later than August 15, V. DELIVERABLES A final strategic plan document must include the following in detail: Strategic areas of focus and programming priori2es for the next five years Goals and objec2ves to meet priori2es Services and programs (both current and new) that will support goals, including partnerships with other organiza2ons Possible new funding streams Necessary skills for ACA staff to carry out programs VI. TIMETABLE October 2, 2017 October 6, 2017 October 10, 2017 October 13, 2017 October 16, 2017 October 21, 2017 November-December 2017 January 2018 January-March 2018 April 2018 June 7-9, 2018 July-August 2018 August 2018 RFP issued Ques2ons received Responses sent Due date for proposals Contract awarded Ini2al planning mee2ng with Strategic Plan Task Force (Obawa, ON) Planning ac2vi2es Second planning mee2ng with Strategic Plan Task Force (Vancouver, BC or Obawa, ON) Execu2on of ac2vi2es (online survey, stakeholder engagement) Prepare dran of strategic plan for review at ACA Annual Mee2ng ACA Annual Mee2ng (Edmonton, AB); abendance not required Plan dran completed Final approval of strategic plan by Board Directors VII. SELECTION PROCESS The Strategic Plan Task Force will review all proposals. In evalua2ng proposals, price will not be the sole factor. The Task Force may consider any factors it deems necessary and proper, including but not limited to: price, quality of service, response to this request, experience, staffing, and general reputa2on. The final decision rests with ACA Board Strategic Plan Development 4 of 7

5 VIII. INFORMATION REQUIRED OF RESPONDENTS In responding to this RFP, please use the following format. Response to RFP should be no more than 3 pages in length, plus aoachments. SecPon 1. Summary of Proposal Provide a brief summary of Sec2ons 2 through 6 of the proposal. SecPon 2. General DescripPon of the Planning AcPviPes Recommended Provide a brief statement of your understanding of the requested effort including the conclusions. SecPon 3. Work Plan Provide informa2on about proposed ac2vi2es that would involve key stakeholders such as ACA, Board, staff, membership, and community partners. Also provide a 2metable for comple2ng the process within the 2meframe in Part VI. SecPon 4. Staffing Plan, Including Resumes Please iden2fy each person who will work on the project and iden2fy their role. Also provide a resume and references for each member. SecPon 5. Budget For each task in Sec2on 3, please iden2fy the expected hours required to complete the task and the total cost. The ACA will reimburse the consultant for those tasks completed associated with developing the strategic plan. Iden2fy the total billing rate for each project member. Please iden2fy detailed costs for an2cipated mee2ngs. SecPon 6. References Please supply the names of three references for which you have worked on similar projects. Include the current contact informa2on for each reference. IX. PROPOSAL SUBMISSIONS Proposals should be prepared in a straighporward manner to sa2sfy the requirements of the RFP. Emphasis should be on completeness and clarity of content. PDF preferred. Ques2ons concerning this RFP shall be ed to Craig Noonan, Execu2ve Director, at craig.noonan@archivists.ca by 5:00 pm (EST) October 6, Responses to ques2ons will be ed no later than 5:00 pm (EST) October 10, Address the Proposal to: Craig Noonan, Execu2ve Director address: craig.noonan@archivists.ca Subject line: Strategic Planning Proposal Deadline for Receipt of Proposal: No later than 5:00 pm, EST, October 13, Strategic Plan Development 5 of 7

6 X. PROPOSAL REVIEW AND ASSESSMENT The ACA will reach a decision on awarding the contract no later than 5:00 pm, EST, October 16, The Strategic Plan Commibee will evaluate proposals and the highest-ranking. Proposer may be asked to make formal presenta2ons to ACA Board. Consultants will be evaluated on the following criteria. These criteria will be the basis for review of the wriben proposals and interview session. EvaluaPon Criteria The ACA reserves the right to seek clarifica2on with any respondent to assist in the evalua2on process. As such, the ACA may request from a short list of candidates, an oral presenta2on and or site visit following closing of the RFP. The weigh2ng is as follows: WeighPng Factor QualificaPon Standard 2.0 Scope of Proposal 1. Does the proposal show an understanding of the project and results that are desired from the project? 2. Does the methodology proposed reflect the ACA s SOAR framework? 1.0 Assigned Personnel 1. Do the persons who will be working on the project have the necessary skills? 2. Are sufficient people of the requisite skills assigned to the project? 1.0 Availability 1. Can the work be completed in the necessary 2me? 2. Can the target start and comple2on dates be met? 3. Are other qualified personnel available to assist in mee2ng the project schedule if required? 4. Is the project team available to abend mee2ngs as required by the Scope of Work? 1.0 Understanding of Associa2on Needs and the Archival Profession 1. Does the project team understand the archival professional and its needs? 2.0 Cost and Work Hours 1. Do the proposed cost and work hours compare favourably with the commibee s es2mate? 2. Are the work hours presented reasonable for the effort required in each project task or phase? 3. Does the respondent have the ability to meet deadlines and operate within budget? 2.0 Capacity and Capability 1. Does the consultant have support capabili2es required? 2. Does the consultant have previous relevant and posi2ve experience in jobs of this type and scope and success in planning? 3. Does the firm have prior experience in working with similar organiza2ons? Strategic Plan Development 6 of 7

7 The Execu2ve Director will check references using the following criteria. The evalua2on rankings will be labeled Sa2sfactory/Unsa2sfactory. QualificaPon Standard Overall Performance 1. Would you hire this consultant again? 2. Did they show the skills required by this project? Timetable 1. Was the original scope of work completed within the specified 2me? 2. Were interim deadlines met in a 2mely manner? Completeness 1. Was the consultant responsive to client needs; did the consultant an2cipate problems? 2. Were problems solved quickly and effec2vely? Budget 1. Was the original scope of work completed with the project budget? END Strategic Plan Development 7 of 7