Request for Proposals – Diversity and Inclusion Plan Review -Engagement Facilitation

Town of Stratford Request for Proposals: Diversity and Inclusion Plan Review – Engagement Facilitation

 

 

 

 

 

 

 

 

Printable Version: Diversity and Inclusion Plan Review RFP

Existing Diversity & Inclusion Plan

1.Introduction

The Town of Stratford joined the Canadian Coalition of Municipalities Against Racism and Discrimination (CCMARD) in July 2007.  The Canadian Commission for United Nations Educational, Scientific and Cultural Organization (UNESCO) set up the Canadian Coalition of Municipalities Against Racism and Discrimination in 2007 in order to join the UNESCO’s international coalition which was launched in 2004.

In joining CCMARD, Stratford committed to developing an action plan to eliminate racism and discrimination and to setting priorities, actions and timelines and to allocate resources to carry out the plan.  Stratford also committed to exchanging its expertise and sharing best practices with other municipalities involved in the Coalitions and to report publicly on an annual basis on actions undertaken toward the realization of these Common Commitments.

At that time, Council was also considering the importance of creating a more welcoming, diverse community to recognize the importance of immigration to the Island community because of shifting demographics and considering how to enhance the cultural component of our sustainability vision.  Council therefore decided to broaden the scope of work and develop a Diversity and Inclusion Plan to meet our CCMARD commitment to eliminate racism and discrimination and meet our related objectives.

An ad hoc committee was formed to develop the plan and Council adopted the Town’s first Diversity and Inclusion Plan in October 2009, a copy of which is attached for the information of bidders.  It has been nine years since the plan was adopted and many of the identified actions have been completed. In that time, the demographic make-up of the town and the province has shifted substantially and some remaining actions may be outdated.

The Town’s Diversity and Inclusion Sub-committee is charged with the following tasks:

  • To regularly review and oversee the implementation of the Town’s Diversity and Inclusion Plan;
  • To recommend strategies to increase diversity in the Town so that all persons feel welcome;
  • To recommend strategies to improve inclusion in the Town so that all persons are able to fully participate in the community;
  • To recommend strategies to enhance the Town’s reputation as a diverse and inclusive community; and
  • To devise and carry out programs and events in support of the recommended strategies.

The Committee is seeking proposals from qualified consultants to facilitate a review of the strategy in accordance with the following scope of work.

2.Scope of the work

We are seeking proposals from qualified consultants to develop a citizen and stakeholder engagement program for the renewal of the Diversity and Inclusion plan which should include:

  • Facilitating a brainstorming session(s) with members of the Diversity and Inclusion committee
  • Developing and executing a social media strategy, via the town’s Facebook, Twitter and You Tube accounts, to solicit suggestions from members of the public.
  • Developing and executing a focus group(s) with citizens and stakeholders, with a focus on newcomers and persons with disabilities, to solicit suggestions for the renewal of the plan
  • Delivering a report with suggested strategies and actions for the committee to consider.

3.Instructions and Clarifications

Bidders are requested to provide the following information in their proposal.

  • The qualifications and experience of the firm, specifically in conducting similar engagements.
  • The proposed project approach and schedule.
  • The project team, their qualifications and availability to work on this project.
  • The proposed fee and expenses.
  • Any other information that the bidder believes would be helpful in evaluating the bid.

By submitting a proposal or bid, the vendor hereby grants a license to the Town to distribute, copy, print or translate their proposal or bid for the purposes of evaluating the bids.

Three copies of each proposal, titled “Diversity and Inclusion Plan Renewal – Engagement Facilitation Proposal” must be submitted in writing no later than 12:00 noon AST on Friday March 30, 2018 to the attention of:

Wendy Watts, Community Engagement Coordinator, Town of Stratford,
234 Shakespeare Dr. Stratford, PE C1B 2V8
Questions on the proposal may be directed to Wendy via email at wwatts@townofstratford.ca or via telephone at (902) 569-6921.

4.Evaluation

Bids will be evaluated on the following basis:

The bidder’s responsiveness to the proposal (understanding of the project, approach, clarity of the proposal, etc.) 40%
The Qualifications and Experience of the firm and the relevant knowledge and experience of the assigned personnel 30%
The proposed schedule 10%
The proposed fee 20%

5.Disclaimer

Responses received after the stated date and time will not be considered.  Faxed or emailed responses will not be accepted.  Neither the lowest, nor any submission, shall necessarily be accepted and the decision of the Town shall be final.

Request for Proposals – Diversity and Inclusion Plan Review -Engagement Facilitation

Town of Stratford Request for Proposals: Diversity and Inclusion Plan Review – Engagement Facilitation

 

 

 

 

 

 

 

 

Printable Version: Diversity and Inclusion Plan Review RFP

Existing Diversity & Inclusion Plan

1.Introduction

The Town of Stratford joined the Canadian Coalition of Municipalities Against Racism and Discrimination (CCMARD) in July 2007.  The Canadian Commission for United Nations Educational, Scientific and Cultural Organization (UNESCO) set up the Canadian Coalition of Municipalities Against Racism and Discrimination in 2007 in order to join the UNESCO’s international coalition which was launched in 2004.

In joining CCMARD, Stratford committed to developing an action plan to eliminate racism and discrimination and to setting priorities, actions and timelines and to allocate resources to carry out the plan.  Stratford also committed to exchanging its expertise and sharing best practices with other municipalities involved in the Coalitions and to report publicly on an annual basis on actions undertaken toward the realization of these Common Commitments.

At that time, Council was also considering the importance of creating a more welcoming, diverse community to recognize the importance of immigration to the Island community because of shifting demographics and considering how to enhance the cultural component of our sustainability vision.  Council therefore decided to broaden the scope of work and develop a Diversity and Inclusion Plan to meet our CCMARD commitment to eliminate racism and discrimination and meet our related objectives.

An ad hoc committee was formed to develop the plan and Council adopted the Town’s first Diversity and Inclusion Plan in October 2009, a copy of which is attached for the information of bidders.  It has been nine years since the plan was adopted and many of the identified actions have been completed. In that time, the demographic make-up of the town and the province has shifted substantially and some remaining actions may be outdated.

The Town’s Diversity and Inclusion Sub-committee is charged with the following tasks:

  • To regularly review and oversee the implementation of the Town’s Diversity and Inclusion Plan;
  • To recommend strategies to increase diversity in the Town so that all persons feel welcome;
  • To recommend strategies to improve inclusion in the Town so that all persons are able to fully participate in the community;
  • To recommend strategies to enhance the Town’s reputation as a diverse and inclusive community; and
  • To devise and carry out programs and events in support of the recommended strategies.

The Committee is seeking proposals from qualified consultants to facilitate a review of the strategy in accordance with the following scope of work.

2.Scope of the work

We are seeking proposals from qualified consultants to develop a citizen and stakeholder engagement program for the renewal of the Diversity and Inclusion plan which should include:

  • Facilitating a brainstorming session(s) with members of the Diversity and Inclusion committee
  • Developing and executing a social media strategy, via the town’s Facebook, Twitter and You Tube accounts, to solicit suggestions from members of the public.
  • Developing and executing a focus group(s) with citizens and stakeholders, with a focus on newcomers and persons with disabilities, to solicit suggestions for the renewal of the plan
  • Delivering a report with suggested strategies and actions for the committee to consider.

3.Instructions and Clarifications

Bidders are requested to provide the following information in their proposal.

  • The qualifications and experience of the firm, specifically in conducting similar engagements.
  • The proposed project approach and schedule.
  • The project team, their qualifications and availability to work on this project.
  • The proposed fee and expenses.
  • Any other information that the bidder believes would be helpful in evaluating the bid.

By submitting a proposal or bid, the vendor hereby grants a license to the Town to distribute, copy, print or translate their proposal or bid for the purposes of evaluating the bids.

Three copies of each proposal, titled “Diversity and Inclusion Plan Renewal – Engagement Facilitation Proposal” must be submitted in writing no later than 12:00 noon AST on Friday March 30, 2018 to the attention of:

Wendy Watts, Community Engagement Coordinator, Town of Stratford,
234 Shakespeare Dr. Stratford, PE C1B 2V8
Questions on the proposal may be directed to Wendy via email at wwatts@townofstratford.ca or via telephone at (902) 569-6921.

4.Evaluation

Bids will be evaluated on the following basis:

The bidder’s responsiveness to the proposal (understanding of the project, approach, clarity of the proposal, etc.) 40%
The Qualifications and Experience of the firm and the relevant knowledge and experience of the assigned personnel 30%
The proposed schedule 10%
The proposed fee 20%

5.Disclaimer

Responses received after the stated date and time will not be considered.  Faxed or emailed responses will not be accepted.  Neither the lowest, nor any submission, shall necessarily be accepted and the decision of the Town shall be final.

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