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Home My WebLink AboutRESPONSE - RFP - 8389 AMERICAN ALLIANCE OF MUSEUMS ACCREDITATION PROCESS CONSULTINGStilwell Consulting LLC October 5, 2016 Proposal: 8389 American Alliance of Museums – Accreditation Process Consulting Prepared for the City of Fort Collins contact: Jill Stilwell Stilwell Consulting LLC 2250 Bellwether Lane Fort Collins, CO 80521 (970) 218-‐6542 jillstilwell07@comcast.net Stilwell Consulting, LLC 2 1 Description of experience In response to RFP 8389, Stilwell Consulting, LLC is pleased to provide a brief description of our experience and history as it relates to this project. Jill Stilwell is the principle and sole proprietor of Stilwell Consulting, LLC and has been part of the Museum field for 25 years. During her tenure, Stilwell Consulting, LLC 3 2 Qualifications and Approach to Provide Scope of Services Qualifications Stilwell Consulting, LLC is a small woman-‐owned consulting firm providing services specifically for the arts and cultural field with a focus on cultural planning for museums, theatres, creative districts, and communities. The firm is located in Fort Collins, Colorado where owner Jill Stilwell has been engaged Stilwell Consulting, LLC 4 Approach and Scope of Services The Fort Collins Museum of Discovery (FCMoD) is poised to pursue Accreditation from the American Alliance of Museums (AAM). Accreditation is a significant step in the development of a museum as it seeks to demonstrate it exemplifies best practices in the museum field. Similar to the Baldrige performance excellence process, to Stilwell Consulting, LLC 5 Accreditation Decision The AAM Accreditation Commission will grant or deny accreditation, or it may table its decision for up to 1 year to allow the museum to address any specific deficiencies. If the Commission tables their decision, assistance will be provided to identify next steps to address specific areas of concern or improvements as outlined by Stilwell Consulting, LLC 6 3 Vendor Statement I have read and understand the specifications and requirements for RFP 8389 and I agree to comply with such specifications and requirements. I further agree that the method of award is acceptable to my company. I also agree to complete a Services Agreement and will submit required insurance certificates to the City of Stilwell Consulting, LLC 7 4 Assigned Personnel & Availability Jill Stilwell will serve as the principal consultant for this project. She is responsible for understanding the requirements and standards of Accreditation, reviewing and submitting core documents, completing the self-‐study and collecting all required attachments, engaging with museum leadership and specific staff throughout the process, and submitting the self-‐study within the timeline Stilwell Consulting, LLC 8 6 Sustainability Philosophy and Approach At Stilwell Consulting, LLC, we are always seeking ways to reduce our environmental footprint and be greener. As an office-‐based business, we understand that buildings contribute nearly 40% of the U.S. CO2 emissions, which means making even small changes can have an impact. Vision Statement: Stilwell Consulting, LLC provides the best quality Stilwell Consulting, LLC 9 7 Cost and Work Hours To complete the scope of work identified in this submittal, the total not-‐to-‐exceed cost (including expenses) is $19,710 as outlined below. We will work with the City to prepare a revised scope and budget consistent with the available resources, as needed. This cost does not include the fees required by AAM Stilwell Consulting, LLC 10 9 Firm Capability Following are four examples of experience in providing similar services for municipal government agencies that can serve as references: 1. Downtown Plan, Arts and Culture, Fort Collins, CO [2016] Seth Lorson, City Planner Planning Services Department 281 N College Ave Fort Collins, CO 80524 970-‐224-‐6189 slorson@fcgov.com The City of Fort Collins Planning Department Stilwell Consulting, LLC 11 3. Downtown Fort Collins Creative District, Fort Collins, CO [2014-‐2016] Peggy Lyle, Creative District Coordinator Downtown Fort Collins Creative District Community Creative Center 200 Mathews Fort Collins, CO 80524 (970) 691-‐3005 peggycreativeideas@gmail.com Fort Collins embarked on establishing a certified Downtown Fort Collins Creative District by Colorado Creative Industries (CCI), a division of the Colorado Office of Jill Gardner Stilwell 2250 Bellwether Lane Fort Collins, CO 80521 (970) 218-‐6542 jillstilwell07@comcast.net SUMMARY OF SKILLS Ø Innovative, creative change leader Ø Cultural master planning Ø Strategic planning Ø Project feasibility, development, management, and implementation Ø Organizational health/infrastructure assessments Ø Excellent communication skills Ø Team building and coaching Ø Operational and pro-‐forma budgeting Ø Funding strategies Ø Facilitation, research and writing Ø Policy, economic, and trend analysis PROFESSIONAL EXPERIENCE Consultant, Nov 2015 • Nominated and received, on behalf of the Fort Collins community, the 2011 Governor’s Arts Award • Secured one of only 51 NEA “Our Town” grants (2011) • Served on City-‐wide planning teams representing arts and culture, including Downtown Strategic Plan, Plan Fort Collins, Comp and Career Advisory Group, Budgeting for Outcomes • Served as “loaned executive” at City Manager’s request to a non-‐profit Gallery Installation Crew Member, Lincoln Center, Sept 1991 – Apr 1993 Gallery Crew Chief, Lory Student Center, Colorado State University, May 1990-‐ May 1991 EDUCATION The University of Denver, Denver, Colorado Master of Arts: Art History with Museum Studies Concentration Colorado State University, Fort Collins, Colorado Bachelor of Fine Arts: Graphic Design Minor: Art History OTHER ACTIVITIES Planning for Effective Public Participation certificate, IAP2, 2015 Colorado Creative Industries Summit presenter, 2012, 2014, 2015 Colorado Creative Industries grant reviewer, 2012 Governor’s Arts Award selection panelist, 2011 Kaufman FastTrac Entrepreneurial Training course, Sept – Dec 2010 Association of Performing Arts Presenters, member, conference attendee 2003-‐2009, 2011-‐2016 Western Arts Alliance, member, conference attendee, 2003-‐2009; 2012 Rocky Mountain Arts Consortium member, 2003-‐present UniverCity Connections Arts and Culture Task Force, 2007 -‐ 2010 Presenting 101, Western Arts Alliance, 2003 SCFD Planning Task Force, 2004-‐2009 Leadership Fort Collins, Fort Collins Area Chamber of Commerce, Class of 2002-‐2003 American Alliance of Museums, member, conference attendee 1998-‐2003 Museum Management Program certification, University of Colorado, Boulder, 1998 entity (2010) and completed organizational health assessment • Championed Department through significant changes and built business acumen Museum Director, May 1998 – Sept 2003 Fort Collins Museum, Fort Collins, Colorado Managed all aspects museum operations, including planning, development, budgeting, policy development, capital projects, personnel, and internal services of acquisitions, collections, educational programming, exhibitions, marketing, and retail sales. Represent City on the boards of Poudre Landmarks Foundation, Fort Collins Historical Society, and Heritage Network. Accomplishments: • Developed and completed capital improvements plan • Raised $500,000 for capital improvements and projects • Completed first major redevelopment of long-‐term exhibits in 25 years • Tripled the revenue and operating budget, from $250k -‐ $750K • Activated NAGPRA compliance, hosting consultation with 17 regional tribes, resulting in repatriated of human remains • Created Museum Advisory Council which became Fort Collins Museum Foundation Adjunct Faculty, Sept 1998 – Dec 2000 Front Range Community College, Fort Collins, Colorado Developed curricula and instructed Museum Studies and Art History courses. Curator of Collections, Aug 1996 – May 1998 Fort Collins Museum, Fort Collins, Colorado Responsible for the growth, maintenance, cataloguing, and safety of 25,000 object historic collection. Organized cataloguing campaign to process six year backlog of donations; implemented computerization of collection data; established volunteer corps; re-‐housed one-‐third of the museum’s collection through IML grant; secured $28,000 Colorado Historic Fund grant to restore Diamond T fire truck. Grants Assistant, Jan 1996 -‐ Nov 1997 Fort Collins Museum, Fort Collins, Colorado Assisted with National Endowment for the Humanities planning grant to create 3,500 sq ft of new exhibits and programming, including Collections Initiative securing 1,500 newly donated artifacts. Art in Public Places Assistant, Oct 1995 – July 1996 Art in Public Places Program, City of Fort Collins, Colorado Assisted Visual Arts Coordinator in the implementation of Art in Public Places Program. Museum Curator, May 1993 -‐ Aug 1995 Hiwan Homestead Museum, Evergreen, Colorado Responsible for growth, maintenance, safety, and exhibition of 4,000 object historic collection, research photographs, and manuscripts housed in 17 room Nationally Registered log mansion. Museum Assistant, Jan 1992 – June 1993 The Fort Collins Museum, Fort Collins, Colorado Intern, Education Department, Denver Art Museum, Sept 1992 -‐ Apr 1993 Gallery Installation Crew Member, Arvada Center for the Arts, Oct 1992 -‐ Apr 1993 – present Provide consulting services to clients in the arts and culture field including cultural and strategic planning, change management, operational assessment and planning, with specific experience in museums, theatres, and cultural facility management. Instructor, Sept 2016 – present Front Range Community College, Fort Collins, Colorado Develop curriculum for and teach Museum Studies courses. Currently leading effort to develop a Museum Studies Certificate Program at the College. Director of Cultural Services, Sept 2003 – May 2016 City of Fort Collins, Fort Collins, Colorado Led the Cultural Services Department, including Lincoln Center for the performing arts, Fort Collins Museum of Discovery, Art in Public Places, Gardens on Spring Creek, Community Creative Center, and Fort Fund granting program; served as liaison to Council appointed Cultural Resources Board, and oversaw cultural initiatives. Managed 25 full-‐time and 80 part-‐time employees; recruited, hired, trained, mentored, and coached arts professionals, venue managers, and executive directors; oversaw $6+ million annual budget. Provided expertise on cultural planning projects to other communities. Booked national touring performing arts productions and negotiated 1.5 million annually in contracts. Accomplishments: • Oversaw department’s largest capital projects to date: ü $8.4 million renovated of Lincoln Center for the performing arts (2011) ü $27 million public/private Fort Collins Museum of Discovery (2012) ü Currently embarking on build out of Gardens on Spring Creek (2017) • Developed partnership between City-‐owned Fort Collins Museum and private non-‐profit Discovery Science Center, resulting in a merger and new Fort Collins Museum of Discovery • Oversaw and actively participated in the capital campaigns for the above projects • Secured contributions and grants from corporations, government, foundations, and individuals • Spearheaded City’s first Cultural Plan, 2008 • Staff lead for comprehensive Cultural Facilities Plan (2008) • Developed strategic plans for facilities and programs • Led certification effort for Downtown Fort Collins Creative District (2016) • Hosted Colorado Creative Industries Summit in 2015 • Launched the community’s first Community Creative Center (2014) Economic Development. The Creative District enabling legislation passed in 2011 (HB11-‐1031) and in 2013 (HB13-‐1208) offers vetted districts access to grant funding, tailored technical assistance, networking and training programs, and access to advocacy tools. The program’s goals are to create hubs and clusters of economic activity, promote a community’s unique identity, and enhance areas as appealing places to live, conduct business, and attract visitors. Jill Stilwell, while employed by the City of Fort Collins, led the effort for Downtown Fort Collins to become a certified Creative District. The two-‐year process included forming a steering committee of key stakeholders, hiring a coordinator, engaging the community and seeking their input, developing mission, vision, and strategic plan for the district, establishing measures and means for collecting data, budget development and tracking, and reporting regularly to CCI. Stilwell and coordinator Peggy Lyle prepared the final application for certification that demonstrated how the Downtown Fort Collins Creative District met all the criteria of the program. The district was certified in June 2016. 4. Cultural Plan, Fort Collins, CO [2008] Marty Heffernan, Community Services Director (Retired) Community Services, City of Fort Collins PO Box 580 Fort Collins, CO 80521 (970) 420-‐2423 heffieco@gmail.com As the Director of Cultural Services, Jill Stilwell was charged with developing the City’s first Cultural Plan. This project entailed the development of arts and culture principles and recommendations built upon community engagement, market and economic impact research, assessment of cultural amenities and assets, and accepted arts and culture standards. The final document synthesized and summarized the findings from the discovery process, economic impact assessment, and community engagement, and has guided the community towards success for the last decade. www.Fcgov.com/culturalplan hired Stilwell Consulting to focus on the Arts and Culture section of the new Downtown Plan. This new plan will update the vision, policy direction, and action items for the next 10-20 years. The ultimate goal of the Downtown Plan is to serve as a guide and inspiration for budgets, projects, programs, investments, regulations, and other efforts focused on making Downtown Fort Collins a vibrant and successful downtown. The consulting work focused on gathering and providing data specific to downtown arts and culture activities and creative sector statistics, identifying key issues and vetting principles and policies against stakeholder input and research, and developing an ecosystem diagram representative of a healthy arts and culture network. 2. Cultural Plan and Museum Expansion, Loveland, CO [2015-‐2016] Susan Ison, Director of Cultural Services Cultural Services Department, City of Loveland 5th and Lincoln Loveland Colorado 970-‐962-‐2411 Susan.ison@cityofloveland.org The City of Loveland’s Cultural Services Department began down the path of Cultural Planning in 2015. The goal was for the department to lead the effort and complete the project as part of their annual work plan. As the project progressed, the Department Director engaged Stilwell Consulting to provide guidance and a step-‐by-‐step process and timeline for their unique cultural planning process that her staff could then complete. In the midst of this process, the idea for expanding the current museum took root. Stilwell Consulting then analyzed stakeholder input for a possible expansion, developed key themes, researched the value proposition for the expansion, reviewed and synthesized previous planning documents, and developed a case statement for communicating to political and community constituents. for the Accreditation process, which are estimated at approximately $ 5,775. FCMoD Accreditation – Project Cost Pre-‐application/Core Document Review 74 hours (principal) 6,290 Self-‐Study Completion 132 hours (principal) 11,220 Review Period/Visiting Committee 20 hours (principal) 1,700 Travel air, mileage, lodging, per diem 0 Expendables (not to exceed) Printing, reproduction, etc. 500 Total: 19,710 Consultant Fee Schedule Principal Consultant Rate Proposed Hours Jill Stilwell $85 per hour 226 hours 8 Timeline for Hours by Task FCMoD Accreditation – Estimated Hours by Task Pre-‐application/Core Document Review 74 hours (principal) Oct. 2016 – April 2017 Self-‐Study Completion 132 hours (principal) May 2017 – January 2018 Review Period/Visiting Committee 20 hours (principal) Feb 2018 – Aug 2018 Total: 226 services to clients and customers while striving to minimize our environmental impacts, contribute to the local economy, and support healthy communities. The key points in achieving this vision include: Reduce Energy and Resource Consumption: Conscientiously turn off equipment and lighting, purchase energy efficient equipment and lighting, program heating/cooling to proper seasonal settings, decrease paper and ink usage, buy in bulk, buy as local as possible, reduce commuter miles with telecommuting, teleconferencing, biking, and public transportation. Purchase responsibly: Purchasing practices can have significant and far reaching impacts, both socially and environmentally. Source and promote buying local, avoid virgin and non-‐renewable materials, buy recycled whenever possible, and purchase environmentally friendly products and supplies. Reuse wherever you can: Since buying new products isn’t always avoidable, be sure to reuse resources wherever you can. Recycle whatever you can: Actively promote recycling both internally and amongst our customers and suppliers. Recycle all possible materials—glass, cardboard, plastic, metals, paper-‐-‐and buy recycled products. Statement of Commitment Stilwell Consulting, LLC is committed to establishing, promoting, maintaining and improving a culture of sustainability and environmental responsibility by staff, our supply chain, and broader stakeholders. Signed by: Jill Gardner Stilwell Owner, Sole Proprietor Stilwell Consulting, LLC October 1, 2016 required by AAM. She will also coordinate the site-‐visit and all required correspondence and interaction with AAM and the Accreditation Commission. Jill is available to begin this project as soon as the contract is executed and contribute the necessary time for each stage of the process to see it successfully through to completion for the 8 month to 2 ½ year process. As she lives in Fort Collins, Jill will be able to engage fully and regularly with FCMoD leadership and staff with no additional cost to the project. 5 Projected Timeline The proposed approach to this project can be completed in the timeframe listed in the RFP as outlined below. This timeline is based on AAM’s Accreditation application deadline of June 2017. FCMoD Accreditation – Project Timeline Project Initiation and Contract Signing Oct 2016 Pre-‐application/Core Documents Oct 2016 – April 2017 Self-‐Study May 2017 – January 2018 Review Period Feb 2018 – Aug 2018 Visiting Committee July 2018 – Aug 2018 Accreditation Decision October 2018 Timeline Considerations: • Core Document verification is good for up to 5 years. • Once an application is submitted and selfg study link is shared, a due date is assigned by AAM (6 months). • The Commission grants or denies accreditation, or tables the decision for up to 1 year. 2016 2017 2018 1. Pre-‐Application Oct – Jan 2. Core Doc Review/verified Feb-‐April 3. Submit Application May-‐June 4. Self-‐Study July–Dec 5. Submit Self-‐Study Jan 6. AAM Review Period Feb – Aug 7. Site Visit July – Aug 8. Accreditation Decision Oct Fort Collins (City) within fifteen (15) days of notice of award. I understand that if the contract is not completed and signed within 15 days, the City reserves the right to cancel and award to the next highest ranked firm. FIRM/INDIVIDUAL NAME: Stilwell Consulting, LLC ADDRESS: 2250 Bellwether Lane CITY, STATE, ZIP: Fort Collins, CO 80521 PHONE: 970-218-6542 CONTACT’S NAME: Jill Stilwell SIGNATURE: TELEPHONE: CELL: 970-218-6542 EMAIL: jillstilwell07@comcast.net the Commission. Steps for Pre-‐Application Preparedness (Timeline Steps 1 and 2) Ø Research AAM Standards and required elements for each core document Ø Core document assessment/minor improvements* Ø Review previous assessments (MAP, STePS, etc.) undertaken by FCMoD Ø Collect, scan, and review Self-‐Study Attachments for submittal readiness Ø Confirm mission alignment Ø Gain support/commitment from staff/board/city for seeking accreditation Ø Submit the Pledge of Excellence Ø Submit core document for review/respond to reviewer comments Steps for Self-‐Study Completion (Timeline Steps 3, 4, and 5) Ø Submit Application to begin Self-‐Study Ø Review Questions and gap identification Ø Facilitation/minor improvements to fill in gaps* Ø Complete and submit Self-‐Study Steps for Review Period, Site Visit, Accreditation Decision (Timeline Steps 6, 7, 8) Ø Assist Leadership in selecting Peer Reviewers Ø Provide guidance in preparing Museum for site visit Ø Make any travel arrangements that might be required for Visiting Committee Ø Prepare itinerary and make local arrangements for the Visiting Committee Ø Be on-‐hand during site visit, as needed Ø Assist Leadership in reviewing Peer reviews and any Commission feedback, make any revisions, and return promptly *If documents or attachments are significantly lacking or missing completely, consultation with FCMoD leadership will determine how best to produce such documents and could result in additional expense if it is mutually agreed that consultant will need to produce those documents. become accredited, a museum undergoes an in-‐depth self-‐ study process and gauges its practices in nine different areas against standards and requirements as defined by AAM. This process requires the understanding of museum operations and management, how a museum collaborates and engages its communities, and best practices within the museum field. Along with significant coordination and collaboration between consultant, FCMoD Leadership, and AAM, this project requires diving deep into the heart and soul of FCMoD to produce the highest quality Self-‐Study ultimately resulting in Accreditation. Our approach is to systematically address each required step for Accreditation: Initiate Project & Management Initiate the project with a kick-‐off meeting with FCMoD leadership to confirm priorities, goals, and refine scope. Meet regularly with FCMoD leadership and key staff to provide project updates, receive feedback, and complete project. Pre-‐Application Preparedness Begin the process by evaluating FCMoD’s preparedness to pursue accreditation starting with Core Document review. Assess each document against AAM’s standards and required elements. Make necessary revisions and review with appropriate staff. Collect and review all Self-‐Study required attachments for readiness. Ensure FCMoD governing bodies and staff are fully supportive of pursuing Accreditation and the mission of the Museum is in alignment. Submit required Core Documents and respond to reviewer questions and comments. The Self-‐Study Completing the Self-‐Study and supplying the required attachments is the primary focus of Accreditation. Going through this process highlights for the Museum where it is exceeding and meeting best practices in its operations and public service and where it can improve. The nine sections of the Self-‐Study will be completed and potential gaps identified. Working collaboratively with Museum leadership and key staff will close those gaps. Once fully completed, the Self-‐Study will be submitted to AAM. Review Period After the Self-‐Study is submitted to AAM, the Review Period begins. Any questions, suggestions, or feedback from Peer Reviewers will be responded to promptly. Site Visit The Visiting Committee will schedule a 1 to 3-‐day visit to FCMoD to see first-‐hand what they have read and reviewed in the Self-‐Study. Preparations will be made to receive the Visiting Committee and ensure they are able to fully experience the Museum and all it has to offer. with the arts and culture community for more than 25 years. She has completed a myriad of assignments including cultural and community planning, creative district formation, and organizational strategic, operational, and development planning. The firm has a network of affiliate consultants who can bring a variety of specialized experience and expertise as needed. Our goal is to support arts and culture as an essential and powerful asset to communities. Through engagement, research, and experience, our firm approaches every project as unique and works to build sustainability, relevance, and value. Statement of activity As a small firm, we maintain a balanced workload with a small number of clients at any one time. This allows us to devote the resources needed to successfully meet each client’s needs, within budget and the required timeline. Located in Fort Collins, Jill Stilwell will be readily available to be on-‐site and communicate in person with Museum staff as their time and the project dictates. Local and Relevant Experience Jill Stilwell is a former director of the Fort Collins Museum (predecessor of the Fort Collins Museum of Discovery) and served the Fort Collins community as the Director of Cultural Services for the City of Fort Collins. She has a deep understanding of the community and the Fort Collins Museum of Discovery. She was intimately involved in the publc/private partnership development of FCMoD and served on the first Board of Directors. Jill will be able to hit the ground running with little time or additional expense needed to build the comprehensive knowledge needed to embark on the Accreditation process. she gained significant experience in all areas of Museum work. From exhibition installation to curatorial work to museum director and cultural administrator, she’s had the opportunity to build her expertise about museums from the inside out. She received her Master’s Degree in Art History and Museum Studies from the University of Denver and has continued to expand her knowledge through professional development, such as the Museum Management Program at the University of Colorado. Jill has led organizations through similar planning processes, such as the Museum Assessment Program (MAP), strategic and operational planning, and community cultural planning. Prior to starting Stilwell Consulting, she served as Cultural Services Director for the City of Fort Collins. During that time, she spearheaded the community’s first Cultural Plan and nominated Fort Collins for the 2011 Governor’s Arts Award, which the community received. She oversaw the City’s two largest cultural capital projects: the $27 million public/private Fort Collins Museum of Discovery and the $8.4 million renovation to the Lincoln Center for the performing and visual arts. She secured one of only 51 National Endowment of the Arts “Our Town” grants in 2011 which ultimately resulted in the establishment of the Community Creative Center. She also led the process to certify Downtown Fort Collins as a Creative District over a two-‐year period. The Downtown Fort Collins Creative District was certified by the State of Colorado in June 2016. In 2015, Jill began consulting to share her 25 years of experience and to continue to forward the arts and culture industry. Stilwell Consulting provides a unique combination of creativity, strategic thinking, facilitation, project management, and real-‐world experience specific to the arts and culture field to every project. Stilwell Consulting is dedicated to helping arts and culture organizations positively impact their communities and embraces the critical role museums play in creating vibrant communities. Resume attached.