Request for Proposal. Western Stock Show Association Education Program Development Consulting Services August 9, 2016

Transcription

1 Request for Proposal Western Stock Show Association Education Program Development Consulting Services August 9, 2016

2 Contents Context and Objectives... 3 Scope overview... 3 Background:... 3 National Western Center Partners... 3 Project Buildout Phases... 4 Programmatic Themes... 4 Scope of Work Summary... 5 Scope of Work Details... 6 Basic Services... 6 Reimbursables... 8 Contract Maximum... 8 Collaboration... 8 Worksite... 9 Project Timeline... 9 Team Qualifications... 9 RFP Timeline Proposal Submission Proposal Requirements Proposal Instructions Evaluation and Criteria

3 Context and Objectives Scope overview Western Stock Show Association seeks to engage the services of a consultant or consultant team to develop and test educational program concepts for the National Western Center, a global destination for agricultural heritage and innovation to be built in Denver, CO. Background: The Western Stock Show Association, a 501(c)(3) charitable organization, was formed in 1906 and promotes youth, adult and community development through livestock and equestrian education, innovation, entertainment and competition. WSSA provides college and graduate level scholarships in agriculture and veterinary medicine for practice in rural areas. The association produces the National Western Stock Show, one of Colorado s preeminent tourist destinations, now held every January for 16 days. A nationally recognized western heritage and entertainment event, the stock show hosts one of the world s richest regular season professional rodeos, one of the country s largest horse shows and Colorado s largest agricultural tradeshow, attracting close to 650,000 visitors each year. National Western Center Partners In 2013 five partners banded together to rebuild the National Western s aging facilities and reimagine the campus for the next 100 years. The founding partners for the NWC campus are Colorado State University (CSU), the Western Stock Show Association (WSSA), the City & County of Denver (CCD), Denver Museum of Nature and Science (DMNS) and History Colorado (HC). The National Western Center development is guided by the vision currently outlined in the National Western Center Master Plan ( master plan ) adopted by Denver City Council in This master plan was created through a collaborative effort with all of the National Western Center partners and a Community Advisory Committee made up of residents, business owners and other stakeholders from the surrounding Globeville, Elyria and Swansea neighborhoods. In November 2015, Denver voters overwhelmingly authorized public funding for phases I and II of the proposed NWC, which supports over 80% of the site s redevelopment. When combined with $250 million in state funding for Colorado State University s facilities on campus, the project budget totals over $1.1 billion. The National Western Center (NWC) represents a visionary transformation of the historic National Western Complex and Denver Coliseum sites into a must-see destination and regional asset, enhancing these current Denver landmarks through creative year-round activity. At an estimated 250-acres at full build out, the National Western Center will support Denver s global standing as a world-class hub as the global destination for agricultural heritage and innovation. Its mission is: Convene the world at the National Western Center to lead, inspire, create, educate and entertain in pursuit of global food solutions. 3

4 Project Buildout Phases The campus facilities will be built and/or renovated over multiple phases to accommodate the continued operation of the annual NWSS event. Phases I and II, which are currently funded, are in the early stages of development, and include: Planning for new infrastructure and public plazas connecting campus to surrounding communities Riverfront activation New stockyards and events pavilion New livestock and equestrian centers CSU Equine sports medicine facility CSU Water Resources Center Land Acquisition Rail Consolidation Site Prep- Selective Demolition/Structure Demolition Remediation of Structures and Soils Site entitlements Futures phases will include: New Arena New Expo Hall Restored 1909 Stadium Arena CSU Center Restored Armour Administration Building Programmatic Themes 4

5 Upon complete buildout, NWC campus seeks to expand upon National Western Stock Show s 110-year history, to become a global center dedicated to solving some of the world s most intractable problems such as how to feed the world s projected 9 billion people by 2050, while continuing the longstanding traditions of celebrating the spirit of the American West through the annual National Western Stock Show & Rodeo. Envisioned to become the DAVOS or Silicon Valley of Agriculture, the NWC campus will support global-level programming, experiential education, research and regional development goals, bringing together people from all over the world to pursue our common interests that include, but are not limited to: Translational veterinary medical science Modern food system research and management Modern food system security and safety Agricultural research and development Business incubation Experiments in urban agriculture Bridging urban and rural interests about agricultural Western art and history Water systems management and research Natural sciences and resource management Global-level conferences and cross cultural integration and activation Expert-led agricultural education Historic stock show event New equestrian and livestock events Expanded trade show events Scope of Work Summary The WSSA must mount a $60M capital campaign to cover its share of NWC development costs. Current educational programming, which occurs in addition to ticketed events such as rodeos, during the 16-day National Western Stock Show event in January each year, is insufficient to support a $60M campaign. While resources are in place to plan for the ticketed sporting and livestock competition events, no resources are in place to plan for educational programs, which must be expanded to span the entire year, support multiple aspects of WSSA s and NWC s vision and mission, and mesh with equity partner efforts. The Board of Directors of the Western Stock Show Association has established an Education Programming and Audience Development Task Team to develop programming ideas for the new facilities in collaboration with its partners. The Education Programming and Audience Development consultant will report to the Education Programming and Audience Development Task Team Chairs. Support for the consulting team include an education program intern as well as a part time executive assistant. 5

6 Scope elements include developing a strategic plan for phasing in new educational programming over the next seven years. In the near term, this includes working with NWC partners to do market research, develop program elements for rollout at the 2017 National Western Stock Show, such as back-filling existing spaces, keeping programs low-cost but highimpact, and making the best use of existing partnerships. Consultant, or consultant team will work with WSSA s partners and other consulting teams to ensure the programming integrates well with sponsorship and naming opportunities, and does not conflict with overall National Western Center programming policies, which are under development. Scope of Work Details The selected consultant or consultant team will be tasked with managing WSSA s Educational Program and Audience Development Task Team engagement process and developing educational program concepts as directed by task team leadership. Basic Services Clarification of goals for program development for WSSA alone and in collaboration with its partners o What programs are best-in-class nationally / internationally? o What programs or models can we replicate in Colorado? o Which partners might collaborate with us to make these programs a reality? o How do we differentiate our respective roles? Gathering and organizing of current program information, and existing ideas for new program development Evaluation of both WSSA s and NWC s vision and mission statements for new programming potential: o How do we best express WSSA s mission of promoting youth, adult and community development through livestock and equestrian education, innovation, entertainment and competition in new educational programming? o How do we merge our existing programs with both our expanded mission AND the NWC mission? o Can we engage our sponsors more directly with our mission? How do their missions intersect with ours? Are there any unique opportunities we can create together? o Do opportunities exist in potential educational programs to include workforce development goals? What might these be and who might NWC partners work with to accomplish these goals? o Do opportunities exist to work with non-profits involved in solving local fooddesert issues? Evaluation, with staff, of current January Stock Show education programs (not including ticketed sporting or business events). o Are they effective? o Can they be expanded to year round? 6

7 o Are any elements portable what programs can be established in the surrounding communities of Globeville, Elyria and Swansea? o How can programs be improved? o Are we serving all potential constituents? Who are we not serving? o Are we making best use of our existing partnerships? o Can educational elements be built around our ticketed events? o Is our marketing technique effective? Development, with staff, of new local program and education ideas: o Programs on site that benefit the local community o Programs off site that benefit the local community o K-12 school programs o Undergrad and post-grad programs o Adult education. o Internships. o Programs with partners (domestic / international). Market research to evaluate stakeholder desire for new programs: o What do our current stakeholders want? o What will future stakeholders need? o Will proposed new programs fly? o Are we attracting the audience we desire? o How will we expand our audience and respond to demographic shifts? o How will potential funders respond? Market research to evaluate national and international stakeholder desire for new programs. o Polling of existing international attendees of the stock show what educational program needs do national and international constituents have? o How do we expand our international audience? o What are barriers to international attendance? o Can we brand and export current and future education programs? o Are we attracting the audience we desire? o How will potential funders respond? Evaluation of budgets and staffing: o Development of program budgets. o Evaluation of potential funding sources: Development of funding pie charts: What do typical revenue pie charts look like for different types of programs?? o Membership o Ticket sales o Sponsorship o Philanthropy o Annual funds o Partner co-funding o Concessions 7

8 o Evaluation of expanded staffing needs. o Evaluation of program sustainability: How long will it take to cultivate program funders? How long will it take to stabilize funding for a program? Evaluation of how educational programs fit in with ticketed events o How will WSSA and CSU schedule educational events around ticketed events the NWC Authority will schedule? Development of a phased approach to program launch: o Given the current construction schedule, the following questions must be answered: What is the right timeframe for planning and launching new programs? How do we keep interest high, but temper expectations, given a 10-year timeframe? How do we temper expectations without losing momentum? How do we gauge whether ideas have become stale or outmoded? How do we ensure that first-year programming is best-in class and seals our reputation as an international center of excellence? How do we keep track of ideas and develop them when appropriate? How much money must each founding partner invest into program planning? When? How do the partners raise funds for programming without disrupting the capital campaign? What programming assets need to be protected? For which should we pursue copyrights? Branding? How can we wrap ticketed events with educational programming? How will we export our knowledge base? Is a digital platform appropriate? How can it be developed? o Development of a strategic plan with Gantt chart showing steps and processes needed Development of a proforma first year calendar of educational events Reimbursables Schedule of expenditures for reimbursement. o Travel o Printing and copies Contract Maximum Not-to-exceed maximum Collaboration The selected consultant is expected to collaborate and coordinate scope elements with other team members: o NWC founding-partners: 8

9 Do WSSA s planned education programs mesh well with campus placemaking efforts? Can we dovetail WSSA s education programming with results from CCD s campus economic development study? o WSSA Owner s Rep: Will master-planned spaces and amenities accommodate our planned uses? Are they suitable for expanded program needs? o Capital Campaign team: Collaborate on campaign case statements to ensure they properly reflect planned educational themes and community benefits. Ensure that all campaign materials properly reflect program impact. o Governmental Affairs team: Coordinate with and through the governmental affairs consulting team to ensure that all program elements comport with established and evolving goals and communications channels. Citizens Advisory Council City and County of Denver OED / Workforce development o Naming Valuation and Sponsorship: How can we best tie sponsorships with WSSA and NWC vision, mission and programs? Proposals must cover all scope elements listed in basic services section, and must specify reimbursables and contract maximum. Worksite Consultant or consulting teams must plan to spend a minimum of 10 hours on-site per week to integrate effort with WSSA interns, staff and volunteers. Office space and clerical support is provided. Project Timeline The consultant or consultant team must specify a finite length of time needed to complete the above outlined tasks. Work must be completed no later than June 30, Team Qualifications The winning proposer will demonstrate core competency in strategic thinking: Leads through Vision Uses the organization s vision as a reference point and helps others see linkages between the vision, organizational values as well as systems and processes 9

10 Demonstrates a Strategic Orientation Anticipates future needs and problems by analyzing the impact of current decisions on the future state of the organization Thinks Systemically Understands the pieces of the organization system as a whole Appreciates the consequences of actions on parts of the system; thereby, possessing a big picture view of the situation Sees the Big Picture Demonstrates broad knowledge and perspective by piecing together seemingly unrelated data points to identify patterns, trends and to see the bigger picture Demonstrates vision and strategic leadership Demonstrates the ability to create and articulate a clear, sensible and compelling picture of the future Influences Movement Influences others through rational and persuasive arguments while encouraging movement toward a common vision Consultant or consulting team must provide qualifications for all proposed team members, including: Educational and professional background and credentials of all team members Experience in strategic thinking/planning and development of educational programming Success working with diverse constituencies to achieve strategic vision and established goals Experience in agriculture-based field, or related field of endeavor Case studies demonstrating success in development of local, regional, national and/or international-level programs RFP Timeline 08/08/16 Request for proposal available 08/15/16 Questions due for clarification ( to Paul Andrews by 5 pm) 08/19/16 Clarification responses 09/06/16 Proposals due 09/12/16 Consultant presentations (TBD) 09/16/16 Consultant award notification 09/23/16 Contract negotiations complete 09/26/16 Notice to proceed All proposals in response to this RFP are due no later than 5pm MDT 09/06/16. 10

11 Evaluation of proposals will be conducted from 09/07/16 until 09/19/16. If additional information, discussions or presentations are needed during this window, the proposers(s) will be notified. Upon notification of award, contract negotiation will begin immediately. Contract negotiations will be completed by 09/26/16. Notifications to contractors who were not selected will be completed by 09/19/16. Proposal Submission Proposal Requirements Proposer must provide the following information: Qualifications of proposer. Selected relevant industry experience. Proposed team and structure. Proposed approach, milestones and timeline. Fee proposal, split out in basic services, reimbursables and contract maximum sections References. 5 original and 1 electronic copies. Proposal Instructions Proposer will send 5 complete copies of all proposal materials, plus an electronic copy to: Paul Andrews President and CEO Western Stock Show Association 4655 Humboldt St. Denver, CO pandrews@nationalwestern.com Evaluation and Criteria WSSA will convene a panel to review proposals and determine which proposers, if any, will be contacted for clarification, formal presentation, and potential contracting. 11