Request for Proposals

Request for Proposals: Transforming Operations & Practices: Enhancing Organizational Resiliency & Connectivity Human Resources & Operations Consultant

Background

Craft Nova Scotia is located within Mi’kma’ki, the ancestral and unceded territory of the Mi’kmaq People. This territory is covered by the Treaties of Peace and Friendship of 1726. We acknowledge and honour the Mi’kmaq people who have cared for and continue to care for this land. As Treaty People, Indigenous and non-Indigenous we share the mutual responsibilities for stewardship and sustainability of our cultures and community within this beautiful land. Craft Nova Scotia is committed to deepening our learning and strive to honour and uphold these Treaties through the preservation and celebration of cultural traditions and contemporary craft practices.    

 Craft Nova Scotia is the provincially recognized craft organization whose mandate is to encourage and promote both the craft sector in Nova Scotia and the public awareness and appreciation of craft products and activities.  

 Craft Nova Scotia (CNS) is seeking to engage a Human Resources and Operations Consultant to coordinate and develop our organization’s new hybrid operating model and work environment through the Inclusion, Diversity, Equity, Accessibility (IDEA) lens. The HR consultant will also engage and oversee any necessary technology consultants for this project. Craft Nova Scotia will supply limited administrative support in organizing meetings and assistance with location arrangements, payments etc. as necessary.  

Our goal is to review and update our workplace practices, policies and procedures, digitize operational processes and systems to enhance programs and services, connectivity with members and the broader craft community. 

Main Activities: 

  • Undertake a review of the hybrid potential of staff positions, programs & services, update policies & procedures. 
  • Assessment of equipment and software needs. 
  • Emergency Preparedness Plan. 
  • Recommend online tools, processes, and materials needed for a hybrid operational model. 
  • Roll out systems, software, and equipment to support hybrid operational model (update IT systems, data back up plans, email system upgrade, procurement of equipment and software to support virtual work in home offices) 
  • Present the final hybrid operational model.  
  • Onboarding and training sessions for staff, board members, and committees.  

We are seeking a creative and innovative individual with extensive knowledge and experience in Human Resources, not-for-profits, creative industries, hybrid work models and training. This individual will also be the main liaison with any other necessary consultants/resources for this project.  

Project Description 

Craft Nova Scotia was successful in securing funds through the community services recovery fund for fully transforming our operations to a hybrid model – Transforming Operations and Practices: Enhancing Organizational Resilience and Connectivity. Project must be completed by June 2024. 

Through the Inclusion, Diversity, Equity, Accessibility (IDEA) lens, Craft Nova Scotia will take steps to enhance workplace culture and service delivery to transform the organization operating model to a hybrid work environment. Craft Nova Scotia will review and update our workplace practices, policies and procedures, digitize operational processes and systems to enhance programs and services, and connectivity with members and the broader craft community. 

Deliverables: 

Policies, Procedures & Services 

  • Policies and procedures to support hybrid operations (staff positions, programs & services) 
  • Emergency Preparedness Plan 
  • Online onboarding sessions and orientation material for staff, board members, and committees 

Technology 

  • Review and update of IT systems, software and data backup plan 
  • Equipment and software to support virtual work and services. 
  • Email system upgrade 

Successfully evolving to a modern hybrid operational model will result in transformative change for Craft Nova Scotia. It will modernize our workplace, integrating systems and technological platforms. Greater flexibility will aid in the health, wellness, and retention of our staff. Increasing our resilience and capabilities will ensure that our organization is able to respond to changing work environments as well as the changing needs of our craft community. It will adapt our programs and services to increase accessibility and inclusion ensuring provision of service to the craft community. 

Increasing connectivity with our membership and our craft community through the use of technology and hybrid systems will ensure that Craft Nova Scotia continues to deliver on its mandate of the encouragement and promotion of the craft sector. Focusing on inclusion, diversity, equity and accessibility, modernizing our organizational capacity and service delivery will help us better serve and engage with and for our craft community. 

Proposed Timeline 

October-December 2023 

Review hybrid potential of each full-time and part-time Craft Nova Scotia positions, programs and services 

Contract Technology consultant/support 

Assess equipment and software needs 

Email systems upgrade 

Finalize hybrid assessment of staff positions, programs and services 

January – March 2024  

Data back-up plan 

Emergency Preparedness Plan 

Draft orientation materials for staff, board, and committees 

Draft online materials for programs & services 

April-June 2024 

Final hybrid operational model presented 

Emergency Preparedness Plan presented 

Equipment and software upgrades 

Onboarding sessions for staff, board, and committees 

Online materials for programs & services 

Budget 

The total budget for this project, which includes consultant fees, equipment and software purchases, and onboarding sessions is approximately $85,000. 

Process & Methodology 

Please prepare an outline of your approach to the project, including a brief description of your process and methodology.  The contract will be managed on a day-to-day basis by Craft Nova Scotia, represented by the Executive Director. Compensation payments will be made quarterly as benchmark milestones are reached with final payment made at the end of the project. In accordance with funding guidelines, the project must be completed by June 30, 2024. 

Proposal Review 

Proposals will be reviewed by a sub-committee of Craft Nova Scotia. The following criteria are considered mandatory and will be used to evaluate proposals. Proposals that do not address each of these criteria will not be considered eligible. 

Understanding the project requirements  

20 points 

Understanding and experience in HR and hybrid operations (citing relevant experience)   

20 points 

Demonstrated knowledge of IT best practices for hybrid operations (citing relevant experience) 

15 points 

Demonstrated expertise and knowledge in Project Management, time management  

and organizational skills 

15 points 

Demonstrated knowledge and expertise in the art and cultural sector, knowledge and understanding of creative industries. 

20 points 

Capacity for delivery within schedule and value for costs  

10 points 

Should no suitable proposals be received, we reserve the right to cancel this call for proposals. The lowest consultant’s proposal bid will not necessarily be accepted. 

SUBMISSION OF PROPOSALS 

Proposal must be sent via email in a single PDF file containing all pertinent information requested:   

Careers@craftnovascotia.ca 

Subject Headline: Human Resources Consultant 

Please label file as: First_Last Name.pdf or Organization Name.pdf 

Proposals must be received by 11:59pm AST on September 8, 2023 

FOR MORE INFORMATION 

Kelly Jerrott, Executive Director 902-880-3314 c.  

Craft Nova Scotia 

1113 Marginal Road, Halifax, N.S. 

We gratefully acknowledge the support for this project: 

Funded by the Government of Canada’s Community Services Recovery Fund 

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Request for Proposals

Project Manager
Digital Learning Program

BACKGROUND

Craft Nova Scotia is located within Mi’kma’ki, the ancestral and unceded territory of the Mi’kmaq People. This territory is covered by the Treaties of Peace and Friendship of 1726. We acknowledge and honour the Mi’kmaq people who have cared for and continue to care for this land. As Treaty People, Indigenous and non-

Indigenous we share the mutual responsibilities for stewardship and sustainability of our cultures and community within this beautiful land. Craft Nova Scotia is committed to deepening our learning and strive to honour and uphold these Treaties through the preservation and celebration of cultural traditions and contemporary craft practices.

Craft Nova Scotia is the provincially recognized craft organization, whose mandate is to encourage and promote both the craft movement in Nova Scotia and the public awareness and appreciation of craft products and activities.

Craft Nova Scotia is seeking to engage a Project Manager to coordinate and oversee the development of a Digital Learning Program. The program is aimed at intermediate/advanced craftspeople and artists. This is an experimental program, intended to evolve and inform the development of ongoing Digital Learning and Instructional Content for Craft Nova Scotia. Workshops will be offered through a dedicated online teaching platform and will include:

  • Minimum of seven (7) to ten (10) professionally pre-recorded courses of varying lengths;
  • Minimum of three (3) live lectures/webinars.

The Project Manager will be responsible for being the primary liaison between Instructors, Cinematographers, and Craft Nova Scotia staff. The Project Manager will provide support for the Instructors during live question-and- answer periods in both written and live-video formats with Students. As this program is intended to inform future course development, surveys of Instructors and Students will be distributed after each course to collect detailed feedback to adapt and improve the program going forward.

The Project Manager will be responsible for preparing a final report on the results of the experiment, including a summary of findings, learnings, and recommendations on the format and structure for a Digital Learning Program going forward.

We are seeking a creative and innovative individual with experience working in a digital, interactive, and creative environment. This position will help increase accessibility and shape digital craft strategies and practices in Nova Scotia.

QUALIFICATIONS
  • Project management experience.
  • Knowledge of online/digital course development and implementation, as either an instructor or an
    administrator, are assets.
  • Strong communication skills.
  • Experience in digital and interactive media practices and applications.
  • Knowledge of leading practices and applications to create inclusive digital learning opportunities.
  • Knowledge of digital educational platforms such as Teachable or Thinkific is an asset.
TIMELINE

The research, development and implementation of the Digital Learning Program is anticipated to take approximately one to one and one half years (1-1½) beginning in June 2022.

This is primarily a remote contract, however, access to Craft Nova Scotia facilities can be arranged. The successful candidate must be available to be on location during recording sessions. There is an expectation to engage with the Craft Nova Scotia Team, and the local craft community. There may also be a requirement for weekend and evening hours depending on filming and instructional schedules as part of this contract.

PROJECT DESCRIPTION

Craft Nova Scotia is developing a series of online courses teaching advanced techniques, to be made available via an online teaching platform. These would be the first in a hopefully ongoing series of new classes and workshops offered by the organization. Courses will be offered digitally in various formats (1-4 lessons each), 60–90-minute lessons. Examples of courses are stone setting techniques, sgraffito, basketry, and advanced bookbinding. The aim of this project is to test a variety of formats (number of lessons, most popular media, etc.) in terms of student uptake and ongoing course development feasibility.

A professional online teaching platform will be used to disseminate the courses, including video and written content, and to host live student/instructor interactions. Students will have opportunities to interact with the instructors via chat during and after each lesson, and a live video question-and-answer period will be held four-to-six weeks after the end of the course. With the possibility of having a national or international audience with digital courses, Craft Nova Scotia will increase the discoverability of Nova Scotian artistic content.

The target audience is late-emerging and mid-career craftspeople with basic tools and materials at their disposal. Craft Nova Scotia will be approaching regional Master Artisans as well as other accomplished educators as instructors. The organization will ensure a diverse group of instructors are employed, striving for gender parity and inclusion of historically underrepresented communities. Although instructors will be required to have a moderate educational background, Craft Nova Scotia appreciates the importance of looking outside of institutions at individuals who are self-taught or may have been instructed outside of a formal setting.

Instructors will be paid the appropriate CARFAC fees for preparation, presentation, writing, and royalties. A Media Artist/Videographer will be contracted to film and edit each lesson. This contract will be based on a fair daily rate to be determined by the artist and the organization.

The Project Manager will work with potential instructors and staff to develop individual lessons. Once instructors have been selected, the Project Manager will work with the instructors and media artist/videographer to determine a schedule for filming, factoring in the appropriate preparatory time required. This includes material preparation as well as lesson-planning. Videography and editing will be held in the instructor’s studio whenever possible. In instances where an alternate studio is required the space must be reserved. Each lesson will require an estimated half a day of filming and two days of editing. Once the final product is complete the Project Manager will upload the lessons onto the online teaching platform and courses will be promoted widely.

Once the course has started, the Project Manager and instructors will need to be available during each lesson for a question-and-answer period through the platform’s chat function, allowing students to have live interactions with their instructor. The Project manager will monitor and moderate these interactions when needed. Approximately four weeks after the course has been completed the Project Manager and instructors will participate in a live video question-and-answer period to discuss the outcomes of students’ work and to answer any further questions regarding techniques learned. Once this final segment of the course is complete students and instructors will be

asked to provide feedback, which will be taken into thoughtful consideration for future courses.

Craft Nova Scotia intends to reach an audience of late emerging to mid-career craftspeople seeking further education in advanced craft techniques. Craft Nova Scotia and the Centre for Craft Nova Scotia maintains a regional, national, and international mailing list which receives a weekly online news-bulletin, as well as a quarterly print newsletter for members and institutions. Information regarding paid opportunities and online course information/registration will be circulated by these organizations. Additionally, the online course information and links to registration will be sent to the other provincial and regional Craft Councils and the Canadian Craft Federation for further promotion.

Information and links to registration will also be available on the Craft Nova Scotia and Centre for Craft websites and will be shared through the organizations’ social media platforms (Facebook, Instagram, and Twitter), encouraging other art and craft organizations to share widely on social media. The Project Manager will coordinate the overall promotion of the online courses, in collaboration with the Craft Nova Scotia team, to help increase the discoverability of Nova Scotian artistic content.

Craft Nova Scotia has committed to the federal government of Canada’s 50/30 Challenge which encourages organizations to achieve gender parity in leadership roles and a minimum of 30% from underrepresented communities and is extending this commitment to all paid projects. The organization will ensure an equal gender balance among instructors. Furthermore, the organization will ensure that a minimum of one of the four multi-part courses be reserved for a local Indigenous (Mi’kmaq) instructor. Craft Nova Scotia will also ensure a broad diversity of traditional craft media (clay, metal, wood, fibre, leather, and stone) and encourages instructors living with visible or invisible disabilities.

This project and the organization will also respect the geographic diversity of the province and is cognizant of the limitations that current in-person classes pose on having such a diversity due to travel distance. Creating and disseminating online courses will help the organization overcome the geographic barrier currently faced in Nova Scotia by removing the Halifax-centric model under which it currently operates. This will ensure not only a greater diversity in course material but will allow Craft Nova Scotia to support artists throughout the province with paid opportunities. The organization will also put significant effort into identifying a diversity of instructors by recognizing that age is not the deciding factor in mastery of craft techniques. It will ensure that although artists with an educational background will be sought, this can be expressed in both institutional or private instruction, eliminating the barrier of formal education and institutional employment.

SCOPE OF PROJECT ACTIVITY
  • Research- online learning platforms and leading practices, conduct an environmental scan of the current market and existing offerings and identify a recommended approach.
  • Develop a detailed project plan and timeline for development, implementation and evaluation.
  • Develop a detailed budget and business plan for the overall project using an iterative model, to ensure the ongoing sustainability of the project.
  • To create an engaging learning program that is inclusive and representative of Nova Scotia’s craft community to

inspire and challenge participants in their practice and careers.

  • Coordinate and negotiate any licenses/ permissions for software, and contracts with contractors and/or instructors.
  • Work closely with the Craft Nova Scotia Team to insure alignment with existing systems.
  • To develop and marketing and communications plan in consultation with the Craft Nova Scotia team.
  • To develop an evaluation system for the program to enable ongoing improvement and enhancement of the

program.

  • To prepare a final report including recommendations and opportunities for improvement and growth of the program to serve the craft community going forward.
Process & Methodology

Please prepare an outline of your approach to the project, including a brief description of your process and methodology.

DELIVERABLES AND TIMETABLE

Key Deliverables

To develop a detailed iterative model for an ongoing Digital Learning Program focused on supporting and developing intermediate/advanced craftspeople and artists, including opportunities for participating live and through pre-recorded course offerings.

To create and produce a minimum of seven (7) to ten (10) professionally pre-recorded courses, of varying lengths; and a minimum of three (3) live lectures/webinars.

To identify, select and secure an online learning platform that enhances learning opportunities, is compatible with existing systems within the organization.

Prepare a final report of the results of the experiment/ project, including a summary of findings, learnings, and recommendations on format and structure for a Digital Learning Program going forward.

Timelines – these are key milestones for the project.

June 2022                Initiate the project, engage the Project Manager

Conduct research

Develop a detailed project plan, timeline Develop a detailed business plan and budget

Develop and initiate marketing and communications plan Develop and confirm Programming Plan and potential instructors Engage videographers/ media artists and other support staff Develop filming plan and schedule

Preproduction work Conduct filming Postproduction Conduct testing

June/July 2023        Launch Program & Registrations

Conduct evaluations

November/

December 2023 Prepare and present Final Report

QUALIFICATIONS

The Contractor/Consultant(s) should demonstrate strong project management experience and a robust knowledge of digital learning platforms.

Experience in a variety of creative and innovative learning practices and teaching techniques. Knowledge and experience in the arts and culture sector and creative industries, and awareness of current and emerging trends is also important to ensure the success of the project.

CONTRACT ADMINISTRATION/ BUDGET

A detailed proposal including cost breakdowns for consulting/ project management services is required. The cost of travel, meetings, and related expenses will be covered by Craft Nova Scotia and will be billed and covered at cost.

Craft Nova Scotia will supply limited administrative support, in organizing meetings and assistance with location arrangements, payments etc.

Due to current and anticipate public health protocols as a result of the Covid 19 pandemic, it is expected that the consultant/ project manager will utilize a variety of creative and innovative engagement and facilitation techniques, and include a blend of virtual and in-person sessions, respecting the public health protocols at the time.

Given the provincial nature of the organization, there is a separate budget to assist with travel for the engagement sessions. This project is capped at a maximum of $17,000. CAD for consulting/ Project Management services. The total project budget is $135,000 inclusive of the project management fee and related administrative expenses.

The contract will be managed on a day to day basis by Craft Nova Scotia, represented by the Executive Director.

Payment will be made in quarterly installments with the 1st installment to be issued upon the signing of the contract and the final installment following the presentation of the final report. The remaining two installments will be issued at 2 key milestone marks mutually agreeable to the Project Manager and Craft Nova Scotia.

The proposals will be reviewed by a Sub Committee of Craft Nova Scotia. The following criteria are considered mandatory and will be used to evaluate proposals and proposals that do not address each of these criteria will not be considered eligible.

Understanding the project requirements                                                                                          20 points

Understanding and experience in e-learning and digital platforms, and production practices. (citing relevant experience)

25 points

Demonstrated expertise and knowledge in Project Management, time management and organizational skills 25 points

Demonstrated knowledge and expertise in the art and cultural sector and

knowledge and understanding of creative industries. 20 points

Capacity for delivery within schedule and value for costs                                                               10 points

Please include references. References will be checked for proposals under consideration. Proposals must meet a minimum standard of quality against the above criteria. Should no suitable proposals be received, we reserve the right to cancel this call for proposals. The lowest consultant’s proposal bid will not necessarily be accepted.

PROPOSAL FORMAT

Evaluation of proposals is made easier when the proponents respond in a similar manner. The following format and sequence should be followed in order to provide consistency in response and to ensure each proposal receives full consideration. All pages should be consecutively numbered.

  1. Title page, showing name, address, telephone number and a contact person
  2. One page letter of introduction identifying the consultant(s) and signed by the person(s) authorized to sign on behalf of, and bind the consultant(s) to the statements made in the proposal
  3. Table of contents including page numbers
  4. Body of the proposal, including timeline
  5. Price breakdown of the proposed budget
  6. Any additional information
  7. References
  8. CV(s) of consultant(s)
SUBMISSION OF PROPOSALS

Proposal must be sent via email in a single PDF file containing all pertinent information requested: Careers@craftnovascotia.ca

Subject Heading: Digital Project Manager- Craft Nova Scotia FOR MORE INFORMATION

Kelly Jerrott,
Executive Director                                         
Craft Nova Scotia
902-880-3314 c.
1113 Marginal Road Halifax, N.S.

Proposals must be received at the Craft Nova Scotia office by 11:59pm AST on June 17, 2022.

We gratefully acknowledge the funding support of our funding partners: Canada Council for the Arts

Nova Scotia Communities, Culture, Tourism & Heritage

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