Request For Proposals: Living a Creative Life Citizen Reference Panel Update

Request For Proposals: Living a Creative Life Citizen Reference Panel Update

Request for Proposals issued: January 31, 2025
Responses due: March 7, 2025

Contents

Introduction
About Calgary Arts Development
Background
Project Description / Purpose of the Project
Scope of Services Provided
Budget
Submission Requirements
Selection Criteria
How to Submit
Proposed Timeline
Contact & Questions
Conflict of Interest
Appendix

Introduction


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Introduction

Calgary Arts Development Authority Ltd. (CADA) is seeking proposals from qualified applicants to support the design, development and execution of an update to the 2014 Living a Creative Life Citizens’ Reference Panel. CADA is interested in selecting a single proponent with the capability and experience to effectively and cost-efficiently meet the objectives and requirements described in this RFP.

About Calgary Arts Development

As the city’s designated arts development authority, Calgary Arts Development supports and strengthens the arts to benefit all Calgarians. We invest and allocate municipal funding for the arts provided by The City of Calgary and leverage these funds to provide additional resources to the arts sector. Our programs support hundreds of arts organizations, individual artists, artist collectives and ad hoc groups in Calgary.

Calgary Arts Development strives to increase and use our resources wisely, foster collaborative relationships and make the arts integral to the lives of Calgarians.

Vision: A creative, connected Calgary through the arts where everyone is empowered to live a creative life.

Mission: The arts have the power to create vibrant communities and bring together diverse voices and perspectives. We support artists in the development of their skills and the expression of their creativity. Calgary Arts Development supports and strengthens the arts to benefit all Calgarians.

We acknowledge that the land we gather on, Mohkinsstsis, is the ancestral territory of the Siksikaitsitapi — the Blackfoot people — comprising the Siksika, Kainai and Piikani Nations, as well as Treaty 7 signatories, the Tsuut’ina Nation and the Îyârhe Nakoda Bearspaw, Chiniki and GoodStoney First Nations. Today this land is home to the Otipemisiwak Métis Government Districts 5 and 6 as well as many First Nations and Inuit from across Turtle Island.

We acknowledge that there has been art, music, dance, storytelling and ceremony on this land since time immemorial and it is in the spirit of this land and its people that we do our work.

Background

Living a Creative Life is an arts development strategy for Calgary, by Calgarians. The strategy was produced through a rigorous consultation process facilitated by Calgary Arts Development and is a result of our year as a Cultural Capital of Canada in 2012. The strategy framework was finalized in January 2014 and articulates Calgarians’ shared goals for the arts in five focus areas (Creative Communities, Centre City Arts District, Arts Incubation, Artistic Exchange, and Youth & Education).

Engaging a wide group of interested parties, the Arts Plan process took place from April 2012 to December 2013 and involved consultations with Calgarians who ranged from interested citizens, community groups, educators and civic and provincial partners, to arts administrators from organizations of all sizes, and independent artists of all disciplines.

These conversations included over 1,000 voices and occurred at dialogue sessions, summits, open houses and discipline-specific meetings, as well as at four full-day sessions spent with the 36 members of the Citizens’ Reference Panel, who were randomly selected from across the city.

2012–2014 Living a Creative Life Consultation Process

The Arts Plan consultation process took place over several stages.

Spring 2012: Dialogue Series

This phase included an analysis of data already gathered by Calgary Arts Development through granting programs and previous surveys; an update of 2007 research into venues and other supporting infrastructure (as part of an Art Space Research Consortium); and a dialogue series with artists, arts administrators and board members to get a firsthand perspective on the experience of working in the arts in Calgary.

Fall 2012: Citizens’ Reference Panel

This phase was launched to widen the conversation and engage a representative cohort of Calgarians in a discussion about the significance of the arts to Calgary’s future.
Overseen by citizen engagement experts and with support from Calgary 2012, Calgary Arts Development established Calgary’s first Citizens’ Reference Panel. The Panel comprised 36 Calgary residents who volunteered from among the 5,000 Calgary households randomly selected to receive an invitation to participate on the Panel. The Panel was evenly split between genders and was broadly representative of Calgary’s age demographic and four geographic quadrants.

The Panel met over four Saturdays in September and October 2012 to learn about Calgary’s arts sector and work together to determine the priorities and vision that would guide the creation of a long-term arts development strategy for Calgary. The 36 panelists heard from a wide range of experts, policymakers and artists. They worked in small, facilitated group sessions to learn about the arts sector in Calgary and how it contributes to the city’s quality of life. Ultimately, the Panel produced and ratified a set of recommendations as well as a vision for future arts development and investment. Their recommendations have been integrated into the strategy outlined in the Strategy Framework and Focus Areas section.

For a full description of the Citizens’ Reference Panel process, as well as their recommendations, please see The Citizens’ Reference Panel Report on Calgary’s Arts Plan.

Winter & Spring 2012–2013: Summits and Open Houses

From December 2012 until May 2013, interested Calgarians convened in a variety of settings to establish a shared vision for the arts and their goals for a thriving arts ecosystem in Calgary. This phase of the process included three summits (one held in partnership with the Calgary Board of Education specifically on the topic of youth and education), six discipline-specific meetings, and a variety of open houses and community meetings held throughout the city.

Other elements that informed the development of the strategy at this stage in the process included six external critiques of the process: three each from Toronto-based dancer and Metcalf Arts Policy Fellow Shannon Litzenberger, and from arts policy expert Ian David Moss, Research Director at Fractured Atlas. A series of 21 visionary articles from a variety of Calgarians also offered multiple perspectives on how Calgary can reach its full potential.

June 5, 2013: Update on Living a Creative Life

On June 5, 2013, Calgary Arts Development presented an update on Living a Creative Life to the Standing Policy Committee on Community and Protective Services of The City of Calgary. This update was the first presentation of the five major focus areas that are found in the final strategy (now titled Creative Communities, Centre City Arts District, Arts Incubation, Artistic Exchange, and Youth & Education). Over 300 supporters of Calgary’s arts community attended in person, overflowing Council Chambers.

Finalizing the Strategy

In the fall of 2013, groups of interested parties convened twice around each focus area to give further feedback on the structure of the strategy, including its visions, outcomes, drivers and tactics.

Living a Creative Life Focus Areas

After many hours of discussion, a shared vision and five major focus areas for the arts in Calgary emerged:

  • Creative Communities: Calgary’s communities enjoy access to a rich spectrum of arts experiences.
  • Centre City Arts District: Calgary’s Centre City radiates creative energy from the core out, making it a destination for Calgarians and visitors alike.
  • Arts Incubation: Calgary strongly attracts artistic talent to live, work and achieve artistic excellence.
  • Artistic Exchange: Calgary is regarded as a world-class city because its artists, arts organizations and presenters import and export the highest quality of work on regional, national and international markets.
  • Youth & Education: Calgary’s youth become highly engaged and innovative citizens as they connect with their communities through the arts.

Each of these focus areas is supported by detailed outcomes, drivers and tactics, as well as indicators by which success will be tracked and progress measured.

  • Vision: The aspirational description of what Calgarians would like their city to look like, as it pertains to the focus area.
  • Outcome: The state or condition that does not currently exist but must exist in order to achieve the vision.
  • Driver: A movement coordinated by various key players to help achieve the outcome.
  • Tactic: A single program, task or initiative that contributes to the driver.

Continuing to Engage Interested Parties

A strategy of this scope requires broad and unprecedented collaboration, with interested parties from different sectors committing to the vision and goals of Living a Creative Life. The strategy already has many signatories, i.e., groups or organizations that have agreed to contribute to Living a Creative Life and consider the strategy’s overall vision and focus areas during their own strategic planning. Signatories also participate in shared measurement activities so that progress towards the strategy’s goals can be tracked.

Once the strategy framework was solidified in January 2014, Calgary Arts Development sought formal support for the strategy from the many individuals and organizations who took part in building Living a Creative Life.

There are two levels of support:

  • Endorsers are individuals or organizations that endorse the overall vision and focus areas of Living a Creative Life and believe that the arts contribute to a Calgary they want to live in. Endorsers make no formal commitment to the strategy other than personally striving to live a creative life and encouraging other Calgarians to do the same.
  • Signatories are groups or organizations that will contribute to one or more tactics outlined in Living a Creative Life and agree to consider the strategy’s overall framework during their own strategic planning. Signatories will also participate in shared measurement activities so that progress towards the strategy’s goals can be tracked. Signatories sign a document that outlines these commitments. (Note: signatories are also considered to be Living a Creative Life endorsers.)

Project Description / Purpose of the Project

CADA seeks a qualified firm or consortium to lead the development and implementation of a Citizen Reference Panel to review and update the priority focus areas of the Living a Creative Life Arts Development Strategy. This is an update to the results and recommendations from the 2012 Citizen Reference Panel.

The focus areas should be authored by citizens based on a process that equips them with the knowledge necessary to articulate recommendations with sufficient depth and grasp of important dynamics so that a clear strategic response can be made by key players in the sector.

Scope of Services Required

The vendor is expected to provide the following services:

  • Design a process to identify and engage a representative cross-section of Calgarians in the Citizen Reference Panel process using a civic lottery process or equivalent.
  • Organize, manage and facilitate an agreed upon number of public consultation sessions with the Citizen Reference Panel through a process of learning, listening and deliberation.
    • Learning — reviewing key documents and helping citizens learn about the complex dynamics of arts development
    • Listening — holding a limited number of events where Citizen Reference Panel members hear from and engage with members of the arts community
    • Deliberation — support Citizen Reference Panel members in identifying focus areas and providing recommendations that inform a revised arts development strategy.
  • Provide regular status updates to CADA
  • Provide a final report that provides the Citizen Reference Panel recommended Focus Areas for the future of the Living a Creative Arts Development Strategy, including;
    • an executive summary
    • any specific policy recommendations
    • a summary of all public consultation sessions
  • Presentation with presentation package to learn about the process and results

Budget

The maximum budget for this project is not to exceed $160,000 CAD, inclusive of all costs. This budget includes all costs related to the convening of citizen participants including participant recruitment and honorariums for citizen members.

Submission Requirements

  1. Cover Letter: Company/Individual details, understanding of services, commitment and proposal summary.
  2. Statement of Work: Description of how services will be provided, including a clear articulation of the process and methodology to be used, proposed work plan schedule, and timeline for deliverables required to achieve the objectives and deliverables of the RFP.
  3. Project Team: Describe the capability (technical expertise) of team to meet the requirements. The proposal should include a summary of the firm and/or proposed project team knowledge, skills and past experience, with a description indicating how and in what ways the proposed team members satisfy the needs and objectives identified in the RFP.
  4. Previous Work: Examples of similar projects completed, with references including the company name, contact person and phone number that CADA may contact for a reference.
  5. Technical Approach: Outline of technical approach, including the technologies and frameworks to be used.
  6. Pricing: Detailed budget breakdown, including project team costs with travel and travel related expenses, administration overhead, software costs, data information or research, and costs for the identification of panel members. All pricing to be submitted in Canadian dollars.

Proposals that fail to provide these requirements may not be evaluated.

The Vendor is responsible for all costs of preparing and presenting its Proposal.

Selection Criteria

Proposals will be evaluated on the following criteria:

  • Quality of submission: Clear and concise, quality of writing. Demonstrated understanding of the project requirements. (10 points)
  • Proposed Methodology: How the proposal intends to complete and deliver each of the deliverables and milestones. (40 points)
  • Experience and Qualifications: Proven experience in developing and implementing citizen assemblies. (15 points)
  • Project Team: Key personnel’s skills, knowledge, professional qualifications and previous experience. (15 points)
  • Budget: Reasonableness and transparency of the budget. (10 points)
  • References: Positive feedback from previous clients. (10 points)

Calgary Arts Development reserves the right to request additional information or clarifications from potential vendors, and to negotiate terms and conditions. Calgary Arts Development is not obligated to accept any proposal or to award the contract to the lowest bidder.

How to Submit

Proposals must be received by email before 5pm MT, March 7, 2025 to:

Attention: Gregory Burbidge
Email: greg.burbidge@calgaryartsdevelopment.com
Subject: RFP 1-2025 – LCL Citizen Reference Panel Update

Proposals received after the exact date and time will not be considered.

Proposed Timeline

  • RFP Release – January 31, 2025
  • Deadline for Questions – February 14, 2025
  • Public Pre-Bid Meeting – February 24 at 3pm, 2025 (See details below)
  • Proposal Submission Date – 5pm MT, March 7, 2025
  • Meetings with Short-listed Vendors – March 19 to 21, 2025
  • RFP Award Notification – March 24 to 28, 2025
  • Anticipated Project Kick Off – April 7 to 11, 2025
  • Identification of Reference Panel Participants – May 2025
  • Citizen Reference Panel gatherings – Summer 2025
  • Draft Report Submitted to CADA – August 2025
  • Final Report Submitted to CADA – September 2025
  • Final Presentation to CADA – October 2025

Contact & Questions

For any questions regarding this RFP, please contact Gregory Burbidge, Research & Policy Manager by email at greg.burbidge@calgaryartsdevelopment.com

All questions regarding this RFP must be directed in writing. Enquiries and responses may be recorded and may be distributed to all Vendors.

The Vendor must immediately notify CADA in writing of any ambiguity, divergence, error, omission, oversight or contradiction in this RFP discovered by the Vendor and request whatever clarification is required to prepare the Vendor’s Proposal.

In order for CADA to deal effectively with Vendor questions or concerns about any terms, conditions or requirements of this RFP, such questions or concerns must be communicated in writing prior to February 1h at 4pm MT. Questions received after this time will be answered if, in the opinion of CADA, time permits.

Public Pre-Bid Meeting

A public pre-bid meeting will be held online on February 24, 2025 at 3pm. Attendance is not mandatory for vendors to submit. For those interested in attending, pre-registrations is required. Interested participants can register here: Registration Link.

At this meeting prospective applicants are encouraged to share questions they may have about the RFP process and about the scope of services required.

Attendance at the pre-bid meeting is not mandatory for parties interested in submitting to this RFP.

Conflict of Interest

Vendors must fully disclose, in writing, to CADA on or before the closing date of this RFP, the circumstances of any possible conflict of interest or what could be perceived as a possible conflict of interest if the Vendor contracted with CADA under this RFP. CADA may reject any proposal where, in the opinion of CADA, the Vendor is or could be perceived to be in a conflict of interest.

Appendix

The following sources are supplementary materials that may be helpful in understanding more about Living a Creative Life and Calgary Arts Development:

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