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IPS Request for Proposal
STRATEGIC PLANNING STUDY

The IPS Strategic Planning Committee is requesting proposals from qualified and experienced consultants to undertake the work outlined in the Terms of Reference which follow.Proposals must be received by no later than March 28, 2003. Two copies should be sent either as paper copies or electronically to the attention of John Dickenson, Chair, IPS Strategic Planning Committee, c/o H.R. MacMillan Space Centre, 1100 Chestnut Street, Vancouver, BC Canada V6J 3J9
e-mail: jdickens{at}hrmacmillanspacecentre.com Proposals should include the following:
  • summaries of the consultant's qualifications and experience;
  • their concurrence with the terms of reference for the study, or any recommendations for amendments to the terms of reference and the reasons for same;
  • a budget for the work to be undertaken, clearly showing
  • professional consulting fees and other cost categories;
  • a statement of how the work will be undertaken and
  • a timeline for the completion of that work.
Excluding résumés, the proposal should be no longer than five letter-size pages. Unless otherwise specifically noted, it will be assumed that consultants agree with the statements and budget contained in Section 3 of this request, and any terms and conditions outlined therein. 1. Rationale
IPS is a professional society in high standing which has expanded into nearly all corners of the globe. It offers its members a wide range of services, including a biennial conference, publications, media resources, and a variety of other member s services. Yet it has very meagre resources, and relies entirely on volunteers in its governance, operations and the development and delivery of most of its member services.Among the main challenges it faces are:
  • a relatively static membership;
  • maintaining its relevance in a rapidly changing world;
  • keeping pace with technological change;
  • serving diverse interest groups
  • communicating with and serving non-English language members;
  • allocating its scarce resources most effectively;
  • lack of clearly-stated long-term objectives;
  • identification of new revenue sources;
  • effective management of its volunteer resources.
IPS has no long-range or strategic plan for its future, and has reached a point where hard decisions may have to be made about whom it should serve, and how it should serve its constituencies.It is doubtful that the present levels of activity can be maintained or its relevance secured without a careful review of its structure, operations, capabilities and services. In addition, the extra load of work generated by any expansion of membership and/or services can probably only be handled by a revised structure, since the current structure already employs a maximum workload for the volunteer officers. Once completed and approved, this review process will lay the foundations and set the direction for the Society's ongoing operations over the next decade.2. Terms of Reference for Study
The consultant will be required to address three main tasks:
a. Conduct a critical review of the Society's governance, structure, operations and budgeting process, and services to members. This process will include a present situation analysis which will focus on two key areas:
  • an evaluation of services to members, including a survey of member satisfaction/dissatisfaction with those services;
  • a review of the structure and operations of IPS which support those member services, with an analysis of how effectively they are functioning.
b. Prepare a summary report of options for the future, including meeting new member needs, and revisions to the structure and operations of IPS which will enable it to better meet those needs. This report should include at least two alternative options, with accompanying recommendations, and may reference other organizations which have made similar transitions.c. Prepare a general implementation plan for each recommended option, to include an implementation timetable, budgets identifying possible sources of funds to support those options, and a summary risk analysis which highlights major risks which may be associated with each option. These plans will be presented in "Business Plan" formats, and must be detailed and complete enough that the recommendations, if approved, could be implemented without the need for further extensive research. All materials and correspondence, etc., should be prepared in English.3. Budget
A. CONSULTANT FEES AND EXPENSES
It is anticipated that the consultant will provide his/her services at a very reduced rate so that a considerable portion of the work will be prepared on a pro bono basis. Estimated days of consulting work required to complete the study are 25. Additional days of work may be required, in which case no additional fees will be paid by IPS.Projected fees and expenses, quoted in US currency, are as follows:
1. Set up, distribute, amend survey* $ 1,100
2. Communication, fax, e-mail costs $ 800
3. Courier charges* $ 250
4. Miscellaneous startup costs* $ 250
5. Printing, presentation materials* $ 600
6. Travel to IPS Council/presentation costs* $ 1,200
7. Professional consulting fees $ 3,600
8. Sub-consulting fees $ 1,400
9. Contingency @ 5% $ 460
TOTAL - maximum including applicable taxes $ 9,660Budget items marked thus* are direct costs. All taxes are included in the above budget estimates and there are to be no additional charges, fees, or taxes over and above the budget amounts stated above. Total primary professional fees for this work will be limited to no more than $5,000 in total (i.e. Items 7 & 8 above). In Item 6 above, the budget number includes travel and presentation costs. This amount is to be negotiated with the consultant during the contracting process.B. IPS STRATEGIC PLANNING COMMITTEE EXPENSES
The IPS Strategic Planning Committee will incur some expenses for conference and long distance calls, etc. A budget allocation in Item 2 above is proposed for this purpose. Expense claims of the Committee and its members will be paid by the IPS Treasurer on submission of approved receipts.4. Deliverables
The consultant will prepare a full written report addressing the tasks referred to in the Terms of Reference above. The report shall include an Executive Summary and recommendations. The report shall be in sufficient quantity to be distributed to each member of IPS Council. A separate abbreviated "overview" format report, suitable for distribution to all members of IPS, shall also be prepared. IPS will be responsible for reproduction and distribution of this report. The consultant shall attend the IPS 2004 Conference and may be invited to present the completed report to IPS Council and, if requested, to IPS membership at the 2004 AGM of the Society.5. Timelines for work
April 2003 Consultant selected
April 2003 Conference call(s) with consultant and committee
April-August 2003 Work proceeds
August 2003 Draft report and recommendations delivered to IPS Strategic Planning Committee
3 October 2003 Report delivered to IPS Council6. Consultant Selection
The consultant will be selected by the IPS Strategic Planning Committee following completion of the request for proposals process. Factors which will be considered by the Committee in making this selection include the following:
  • demonstrated track record in undertaking similar work within the science centre/museum/planetarium community;
  • willingness to contribute pro bono work and to stay within the budget and timeline guidelines outlined;
  • general familiarity with IPS operations would be an advantage.

http://www.ips-planetarium.org/Dickenson_RFP.html
Latest update: 6 March 2003

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