HomeMy WebLinkAbout22-107 Resolution No. 22-107
RESOLUTION
AUTHORIZING EXECUTION OF AN AGREEMENT WITH CREATE TODAY LLC FOR
PROFESSIONAL SERVICES IN CONNECTION WITH AN ARTS AND EVENTS MARKET
STUDY AND STRATEGIC PLANNING SERVICES
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,ILLINOIS,that
Richard G.Kozal,City Manager,and Kimberly A.Dewis,City Clerk,be and are hereby authorized
and directed to execute an Agreement on behalf of the City of Elgin with Create Today LLC, for
professional services in connection with an arts and events market study and strategic planning
services, a copy of which is attached hereto and made a part hereof by reference.
s/David J. Kaptain
David J. Kaptain,Mayor
Presented: July 13, 2022
Adopted: July 13, 2022
Omnibus Vote: Yeas: 7 Nays: 0
Attest:
s/Kimberly Dewis
Kimberly Dewis, City Clerk
AGREEMENT
THIS AGREEMENT("Agreement")is made and entered into this 13 day of July ,
2022,by and between the CITY OF ELGIN,an Illinois municipal corporation(hereinafter referred
to as "CITY") and Create Today LLC, a limited liability company organized and existing under
the laws of the State of New York (hereinafter referred to as"CONSULTANT").
WHEREAS, the CONSULTANT represents that it is in compliance with Illinois Statutes
relating to professional registration of individuals and has the necessary expertise and experience
to furnish such services upon the terms and conditions set forth herein below.
NOW, THEREFORE, it is hereby agreed by and between the CITY and the
CONSULTANT that the CITY does hereby retain the CONSULTANT for and in consideration of
the mutual promises and covenants contained herein, the sufficiency of which is hereby
acknowledged to perform the services relating to the PROJECT as described herein,subject to the
following terms and conditions and stipulations,to-wit:
1. SCOPE OF SERVICES
A. All work hereunder shall be performed under the direction of the Assistant to the
City Managdr of the CITY,herein after referred to as the"DIRECTOR".
B. CONSULTANT shall provide the services for the PROJECT as outlined,in the
CONSULTANT'S Non-Cost Proposal dated June 16, 2022 (updated) attached
hereto and made a part hereof as Attachment A.
2. SCHEDULE AND PROGRESS REPORTS
A. CONSULTANT shall perform the services for the PROJECT pursuant to the
schedule described in Attachment A.
B. The CONSULTANT shall submit to the DIRECTOR a monthly status report key
to the PROJECT'S schedule. A brief narrative will be provided identifying
progress, findings and outstanding issues.
3. WORK PRODUCT
All work product prepared by the CONSULTANT pursuant hereto including, but not
limited to, reports, plans, designs, calculations, work drawings, studies, photographs,
models and recommendations shall be the property of the CITY and shall be delivered to
the CITY upon request of the DIRECTOR; provided, however, that the CONSULTANT
may retain copies of such work product for its records. CONSULTANT's execution of
this Agreement shall constitute CONSULTANT's conveyance and assignment of all right,
title and interest,including but not limited to any copyright interest,by the CONSULTANT
to the CITY of all such work product prepared by the CONSULTANT pursuant to this
Agreement. The CITY shall have the right either on its own or through such other
consultants as determined by the CITY to utilize and/or amend such work product. Any
such amendment to such work product shall be at the sole risk of the CITY. Such work
product is not intended or represented to be suitable for reuse by the CITY on any extension
to the PROJECT or on any other project, and such reuse shall be at the sole risk of the
CITY without liability or legal exposure to the CONSULTANT.
4. PAYMENTS TO THE CONSULTANT
A. The CITY shall pay to the CONSULTANT for services under this Agreement a
total PROJECT fee of Forty-eight thousand six-hundred and seventy Dollars
($48,670).
B. The CITY shall also reimburse the CONSULTANT travel expenses in connection
with the PROJECT in the total amount not-to-exceed Seven thousand three hundred
thirty Dollars ($7,330) and incentives expended by the CONSULTANT in
connection with the PROJECT in the total amount not-to-exceed three thousand
two hundred and fifty Dollars($3,250).
C. Details regarding the fees and costs for the PROJECT are set forth in
CONSULTANT'S cost proposal dated June 16,2022(updated)attached hereto and
made a part hereof as Attachment B.
D. The CITY shall make periodic payments to the CONSULTANT based upon actual
progress within thirty(30)days after receipt and approval of invoice. Said periodic
payments to the CONSULTANT shall not exceed the amounts for the various tasks
as set forth in Attachment B and full payment for each task shall not be made until
the task is completed and accepted by the DIRECTOR.
5. INVOICES
A. The CONSULTANT shall submit invoices in a format approved by the CITY.
Progress reports(2C above)will be included with all payment requests.
B. The CONSULTANT shall maintain records showing cost incurred. The
CONSULTANT shall permit the authorized representative of the CITY to inspect
and audit all data and records of the CONSULTANT for work done under this
Agreement. The CONSULTANT shall make these records available at reasonable
times during the Agreement period and for one (1) year after termination of this
Agreement.
6. TERMINATION OF AGREEMENT
Notwithstanding any other provision hereof, the CITY may terminate this Agreement at
any time upon fifteen (15) days prior written notice to the CONSULTANT. In the event
that this Agreement is so terminated,the CONSULTANT shall be paid for services actually
performed and reimbursable expenses actually incurred prior to termination, except that
reimbursement shall not exceed the task amounts set forth under Paragraph 4 above.
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7. TERM
This Agreement shall become effective as of the date of execution and the CONSULTANT
is given a notice to proceed and, unless terminated for cause or pursuant to Paragraph 6,
shall be deemed concluded on the date the CITY determines that all of the
CONSULTANT's work under this Agreement is completed. A determination of
completion shall not constitute a waiver of any rights or claims which the CITY may have
or thereafter acquire with respect to any term or provision of this Agreement.
8. NOTICE OF CLAIM
If the CONSULTANT wishes to make a claim for additional compensation as a result of
action taken by the CITY,the CONSULTANT shall give written notice of his claim within
fifteen (15) days after occurrence of such action. No claim for additional compensation
shall be valid unless so made. Any changes in the CONSULTANT's fee shall be valid
only to the extent that such changes are included in writing signed by the CITY and the
CONSULTANT. Regardless of the decision of the DIRECTOR relative to a claim
submitted by the CONSULTANT, all work required under this Agreement as determined
by the DIRECTOR shall proceed without interruption.
9. BREACH OF CONTRACT
If either party violates or breaches any term of this Agreement, such violation or breach
shall be deemed to constitute a default, and the other party has the right to seek such
administrative, contractual or legal remedies as may be suitable to the violation or breach;
and,in addition,if either party,by reason of any default, fails within fifteen(15)days after
notice thereof by the other party to comply with the conditions of the Agreement,the other
party may terminate this Agreement. Notwithstanding the foregoing, or anything else to
the contrary in this Agreement,with the sole exception of an action to recover the monies
the CITY has agreed to pay to the CONSULTANT pursuant to Paragraph 4 hereof, no
action shall be commenced by the CONSULTANT against the CITY for monetary
damages. CONSULTANT hereby further waives any and all claims or rights to interest
on money claimed to be due pursuant to this Agreement and waives any and all such rights
to interest which it claims it may otherwise be entitled pursuant to law, including,but not
limited to, the Local Government Prompt Payment Act (50 ILCS 50111, et seq.), as
amended, or the Illinois Interest Act (815 ILCS 205/1, et seq.), as amended. The parties
hereto further agree that any action by the CONSULTANT arising out of this Agreement
must be filed within one year of the date the alleged cause of action arose or the same will
be time-barred. The provisions of this paragraph shall survive any expiration, completion
and/or termination of this Agreement.
10. INDEMNIFICATION
To the fullest extent permitted by law, CONSULTANT agrees to and shall indemnify,
defend and hold harmless the CITY, its officers, employees, agents, boards and
commissions from and against any and all claims, suits,judgments, costs, attorneys fees,
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damages or other relief, including, but not limited to, workers' compensation claims, in
any way resulting from or arising out of negligent actions or omissions of the
CONSULTANT in connection herewith, including negligence or omissions of employees
or agents of the CONSULTANT arising out of the performance of this Agreement. In the
event of any action against the CITY, its officers, employees, agents, boards or
commissions, covered by the foregoing duty to indemnify, defend and hold harmless such
action shall be defended by legal counsel of the CITY's choosing. The provisions of this
paragraph shall survive any expiration, completion and/or termination of this Agreement.
11. NO PERSONAL LIABILITY
No official, director, officer, agent or employee of the CITY shall be charged personally
or held contractually liable under any term or provision of this Agreement or because of
their execution, approval or attempted execution of this Agreement.
12. INSURANCE
CONSULTANT shall provide,maintain and pay for during the term of this Agreement the
following types and amounts of insurance:
A. Comprehensive Liability. A policy of comprehensive general liability insurance
with limits of at least $1,000,000 aggregate for bodily injury and $1,000,000
aggregate for property damage.
The CONSULTANT shall deliver to the DIRECTOR a Certificate of Insurance
naming the CITY as additional insured. The policy shall not be modified or
terminated without thirty(30)days prior written notice to the DIRECTOR.
The Certificate of Insurance shall include the contractual obligation assumed by the
CONSULTANT under Paragraph 10 entitled"Indemnification".
This insurance shall be primary and non-contributory to any other insurance or self-
insurance programs afforded to the CITY. There shall be no endorsement or
modification of this insurance to make it excess over other available insurance.
B. Comprehensive Automobile Liability. Comprehensive Automobile Liability
Insurance covering all owned, non-owned and hired motor vehicles with limits of
not less than$500,000 per occurrence for bodily injury and/or property damage.
C. Combined Single Limit Policy. The requirements for insurance coverage for the
general liability and auto exposures may be met with a combined single limit of
$1,000,000 per occurrence subject to a$1,000,000 aggregate.
D. Professional Liability. The CONSULTANT shall carry CONSULTANT's
Professional Liability Insurance covering claims resulting from error,omissions or
negligent acts with a combined single limit of not less than$1,000,000 per claim.
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A Certificate of Insurance shall be submitted to the DIRECTOR as evidence of
insurance protection. The policy shall not be modified or terminated without thirty
(30)days prior written notice to the DIRECTOR.
13. CONSTRUCTION MEANS,METHODS.TECHNIQUES,SEQUENCES,
PROCEDURES AND SAFETY
The CONSULTANT shall not have control over or charge of and shall not be responsible
for construction means, methods, techniques, sequences or procedures, or for safety
precautions and programs in connection with the construction, unless specifically
identified in the Scope of Services.
14. NONDISCRIMINATION/AFFIRMATIVE ACTION
The Consultant will not discriminate against any employee or applicant for employment
because of race, color, religion, sex, national origin, age, ancestry, order of protection
status, familial status, marital status, physical or mental disability, military status, sexual
orientation,or unfavorable discharge from military service which would not interfere with
the efficient performance of the job in question. Consultant shall take affirmative action
to comply with the provisions of Elgin Municipal Code Section 5.02.040 and will require
any subcontractor to submit to the City a written commitment to comply with those
provisions. Consultant shall distribute copies of this commitment to all persons who
participate in recruitment, screening, referral and selection of job applicants and
perspective subcontractors. Consultant agrees that the provisions of Section 5.02.040 of
the Elgin Municipal Code, 1976, as amended,is hereby incorporated by reference,as if set
out verbatim.
No person shall be denied or subjected to discrimination in receipt of the benefit of any
services or activities made possible by or resulting from this Agreement on the grounds of
race, color,religion, sex, national origin, age, ancestry, order of protection status, familial
status, marital status, physical or mental disability, military status, sexual orientation, or
unfavorable discharge from military service.
Any violation of this paragraph shall be considered a violation of a material provision of
this Agreement and shall be grounds for cancellation, termination or suspension, in whole
or in part,of the Agreement by the CITY.
15. ASSIGNMENT AND SUCCESSORS
This Agreement and each and every portion thereof shall be binding upon the successors
and the assigns of the parties hereto; provided,however,that no assignment shall be made
without the prior written consent of the CITY.
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16.. DELEGATIONS AND SUBCONTRACTORS
Any assignment, delegation or subcontracting shall be subject to all the terms, conditions
and other provisions of this Agreement and the CONSULTANT shall remain liable to the
CITY with respect to each and every item,condition and other provision hereof to the same
extent that the CONSULTANT would have been obligated if it had done the work itself
and no assignment,delegation or subcontract had been made. Any proposed subcontractor
shall require the CITY's advanced written approval. The CITY consents to the
CONSULTANT's use of the subcontractors listed in Attachment A, the Non-Cost
Proposal.
17. NO CO-PARTNERSHIP OR AGENCY
This Agreement shall not be construed so as to create a partnership, joint venture,
employment or other agency relationship between the parties hereto.
18. SEVERABILITY
The parties intend and agree that, if any paragraph, sub-paragraph,phrase, clause or other
provision of this Agreement, or any portion thereof, shall be held to be void or otherwise
unenforceable, all other portions of this Agreement shall remain in full force and effect.
19. HEADINGS
The headings of the several paragraphs of this Agreement are inserted only as a matter of
convenience and for reference and in no way are they intended to define, limit or describe
the scope of intent of any provision of this Agreement,nor shall they be construed to affect
in any manner the terms and provisions hereof or the interpretation or construction thereof.
20. MODIFICATION OR AMENDMENT
This Agreement and its attachments constitute the entire Agreement of the parties on the
subject matter hereof and may not be changed,modified,discharged or extended except by
written amendment duly executed by the parties. Each party agrees that no representations
or warranties shall be binding upon the other party unless expressed in writing herein or in
a duly executed amendment hereof, or change order as herein provided.
21. APPLICABLE LAW
This Agreement shall be deemed to have been made in and shall be construed in accordance
with the laws of the State of Illinois. Venue for the resolution of any disputes or the
enforcement of any rights pursuant to this Agreement shall be in the Circuit Court of Kane
County, Illinois.
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22. NEWS RELEASES
The CONSULTANT may not issue any news releases without prior approval from the
DIRECTOR, nor will the CONSULTANT make public proposals developed under this
Agreement without prior written approval from the DIRECTOR prior to said
documentation becoming matters of public record.
23. COOPERATION WITH OTHER CONSULTANTS
The CONSULTANT shall cooperate with any other consultants in the CITY's employ or
any work associated with the PROJECT.
24. INTERFERENCE WITH PUBLIC CONTRACTING
The CONSULTANT certifies hereby that it is not barred from bidding on this contract as
a result of a violation of 720 ILCS 5/33E et seq. or any similar state or federal statute
regarding bid rigging.
25. SEXUAL HARASSMENT
As a condition of this contract, the CONSULTANT shall have written sexual harassment
policies that include, at a minimum, the following information:
A. the illegality of sexual harassment;
B. the definition of sexual harassment under state law;
C. a description of sexual harassment, utilizing examples;
D. the vendor's internal complaint process including penalties;
E. the legal recourse, investigative and complaint process available through the
Illinois Department of Human Rights, and the Illinois Human Rights Commission;
F. directions on how to contact the department and commission;
G. protection against retaliation as provided by Section 6-101 of the Human Rights
Act.
A copy of the policies shall be provided by CONSULTANT to the Department of Human
Rights upon request(775 ILCS 5/2-105).
26. INTENTIONALLY OMITTED
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27. WRITTEN COMMUNICATIONS
All recommendations and other communications by the CONSULTANT to the
DIRECTOR and to other participants which may affect cost or time of completion, shall
be made or confirmed in writing. The DIRECTOR may also require other
recommendations and communications by the CONSULTANT be made or confirmed in
writing.
28. NOTICES
All notices, reports and documents required under this Agreement shall be in writing and
shall be mailed by First Class Mail,postage prepaid, addressed as follows:
A. As to the CITY:
Amanda Harris
Assistant to the City Manager
City of Elgin
150 Dexter Court
Elgin, Illinois 60120-5555
B. As to the CONSULTANT:
Create Today LLC
Katherine Scorza Ingram
PO Box 1662
White Plains,NY 10602
kate@createtoday.net
29. COMPLIANCE WITH LAWS
Notwithstanding any other provision of this Agreement, it is expressly agreed and
understood that in connection with the performance of this Agreement that the
CONSULTANT shall comply with all applicable federal,state,city and other requirements
of law, including, but not limited to, any applicable requirements regarding prevailing
wages, minimum wage,workplace safety and legal status of employees. Without limiting
the foregoing, CONSULTANT hereby certifies, represents and warrants to the CITY that
all CONSULTANT's employees and/or agents who will be providing products and/or
services with respect to this Agreement shall be legally authorized to work in the United
States. CONSULTANT shall also at its expense secure all permits and licenses, pay all
charges and fees and give all notices necessary and incident to the due and lawful
prosecution of the work, and/or the products and/or services to be provided for in this
Agreement. The CITY shall have the right to audit any records in the possession or control
of the CONSULTANT to determine CONSULTANT's compliance with the provisions of
this paragraph. In the event the CITY proceeds with such an audit the CONSULTANT
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shall make available to the CITY the CONSULTANT's relevant records at no cost to the
CITY. CONSULTANT shall pay any and all costs associated with any such audit.
30. COUNTERPARTS AND EXECUTION
This Agreement may be executed in counterparts, each of which shall be an original and
all of which shall constitute one and the same agreement. This Agreement may be executed
electronically, and any signed copy of this Agreement transmitted by facsimile machine or
email shall be treated in all manners and respects as an original document. The signature
of any party on a copy of this Agreement transmitted by facsimile machine or email shall
be considered for these purposes an original signature and shall have the same legal effect
as an original signature.
IN WITNESS WHEREOF, the parties hereto have entered into and executed this
Agreement effective as of the date and year first written above.
CITY !F2IN:
By:
Richard G. Kozal, City Manager
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hyzoLzolzf�e—�A,__j
ity Clerk
CONSULTANT:
Create Today LLC
By: /, sc&z'Ta, wmi ?4�
Name/Print: Katherine toeorza IngraYn
Title: Founder&Principal
Legal Dept\Agreement\Create Today Consultant Agr-Clean-6-29-22.docx
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ATTACHMENT A
SCOPE OF SERVICES
C
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E
NON -COST PROPOSAL
RFP #22-035
Arts and Events Market Study and
Strategic Plan
Daina DeNye
Purchasing Director
150 Dexter Court
Elgin, IL 60120
Submitted by:
Create Today LLC
Kate Scorza Ingram
PO Box 1662
White Plains, NY 10602
(914) 269-8599
kate@createtoday.net
www.createtoday.net
Date:June 16, 2022 (updated)
PO Box 1662,White Plains, NY 10602
(914)269-8599 voice/text
kate@createtoday.net
www.createtoday.net
Consulting Services for Arts and Events Market Study and Strategic Plan
City of Elgin, IL
E
cove r ette r
June 16, 2022 (updated)
Daina DeNye
Purchasing Director
City of Elgin
150 Dexter Court
Elgin, IL 60120
Dear Daina,
Thank you very much for considering Create Today LLC for the development of a comprehensive and long-range
strategic plan informed by market research. It would be an honor to partner with the City of Elgin as it develops
a holistic vision for local arts and culture programming—one that incorporates a range of needs and
perspectives from arts organizations, artists, policymakers,funders,civic leadership groups, audiences, key
stakeholders,and local communities.
We believe that planning should be a comprehensive and inclusive process that gives voice to community
residents, builds on their collective wisdom, lifts up cultural assets, and culminates in a needs-based,well-
researched, and data-driven outcome.We will ensure that racial equity and community participation are at the
heart of our approach and believe the planning process itself will stimulate the kind of collaboration and
engagement needed to realize the City's vision for creating relevant, accessible, and competitive arts and culture
programming that can be successfully sustained for years to come.
Our team will create a plan that:
• is community-led and community-informed.
• honors the diversity of our lived experiences,cultural expressions, creative practices, beliefs and values,
and the ways in which we communicate, connect, and share space.
• identifies and then fosters a greater awareness of and participation in the City's cultural assets,
resources,and the diverse cultural offerings and events already in place.
• inspires and engages the local and regional communities.
• uses a combination of research methodologies that are grounded in rigorous evaluation practices to
provide objective analysis while also ensuring community participation at every stage of the process.
• prioritizes goals, initiatives, and practices that are viable and can be sustained by the City.
• ensures that Elgin's commitment to diverse cultural narratives and expressions is further strengthened
and that the City's rich tapestry of cultural assets is shared with and preserved for future generations.
Our team consists of experts at the top of their fields in cultural planning, market research, community
engagement, nonprofit funding,facility planning, data analysis, and financial modeling. Create Today LLC has
over 20 years of experience successfully preparing strategic business plans and operations analyses, conducting
community cultural planning, developing public policy,working with industry service organizations and
foundations,supporting project and operational planning efforts for major arts facility projects, performing
www.createtoday.net
Consulting Services for Arts and Events Market Study and Strategic Plan
City of Elgin, IL D�1�
industry and consumer research, and leading workshops on nonprofit management for artists, producing
companies, and students.The Create Today team on this project will be Kate Scorza Ingram as lead, Kyle
Marinshaw for research and analysis, and Jill Garland for project support.This team consists of leaders from the
field with international, national, local, and hyper-local experience,and each of us has a wealth of experience in
the arts,as well as in project management and consulting.
Create Today LLC is a Minority-and Woman-Owned Business Enterprise (M/WBE) certified by the New York City
Department of Small Business Services and the State of New York. Bidder(Create Today LLC)shall not
discriminate against any employee or applicant on the basis of race,color, religion,sex, national origin, age,
place of birth, ancestry, marital status,or disability(physical or mental)which will not interfere with the
performance of the job in question. Create Today commits to recruit and promote minorities and females to
assure equal employment opportunity.
It would be a great privilege to work with the City of Elgin,and therefore it is our goal to develop a scope of
work and fee that is reasonable and appropriate for your budget. We look forward to discussing this with you to
determine the best path forward.
Warm regards,
Katherine Scorza Ingram
Founder, Create Today Consulting LLC
www.createtoday.net
Consulting Services for Arts and Events Market Study and Strategic Plan
City of Elgin, IL El
and qualifications experience
create today Ilc
Create Today LLC,a sole proprietorship, is a certified minority-and woman-owned business enterprise serving
museums, performing and visual arts centers, producers, presenters, and service agencies across North America
and around the world. Create Today LLC has over 20 years of management consulting experience in the
nonprofit arts sector,successfully preparing strategic plans and operations analyses for a broad spectrum of arts
organizations. Projects include working with industry service organizations and foundations,supporting project
and operational planning efforts for major arts facility projects, conducting community cultural planning and
developing public policy, performing industry and consumer research, and leading workshops on nonprofit
management for artists, producing companies, and students.
Create Today is continually seeking new and better ways to serve the nonprofit arts sector.We assist clients at
every level of their organization,whether as a trusted advisor to top management and the Board or as a hands-
on coach for staff who typically wear many hats.The goal is to provide organizations in the arts and culture
sector with the tools and framework to realize their dreams and ensure long-term success.
Create Today accepts a small number of projects at a time to offer personalized attention and to deliver the
highest quality planning expertise to its clients,the seasoned team of professionals listed below will be the team
you work with on this project.
kate scorza Ingram, project lead
Kate (she/her) has over 20 years of experience successfully preparing strategic plans and
operations analyses,working with industry service organizations and foundations,
supporting project and operational planning efforts for major arts facility projects,
conducting community cultural planning and developing public policy, and performing
industry and consumer research. Kate founded Create Today, a certified minority-and
woman-owned business enterprise, in 2017. Client work includes Arts and Culture Master
Plan for Salt Lake County, Utah; a strategic business plan for a contemporary art museum;a
feasibility study for a new arts and cultural facility in Millcreek, Utah; a program evaluation
of the Yale/Goldman Sachs Partnership on Nonprofit Ventures; a business plan for a
renovated amphitheater with the National Park Service; a strategic plan and program
evaluation for a major American Symphony Orchestra funded by the Mellon Foundation;a strategic planning
project for an arts-based research center at Rutgers University in New Jersey;a strategic business plan for the
Stamford Arts and Culture Commission in Connecticut; a stint as the Interim Director of grant programs at an
arts council in New York State; and an operations analysis for a new partnership between two competing
theater companies on the shoreline of Connecticut.
Kate is an adjunct lecturer in the arts management program at Purchase College,State University of New York,
and has served as an advisory panelist with the New York State Council on the Arts.
Prior to founding Create Today, Kate was a management consultant at AMS Planning and Research Corp.for
over 11 years. Kate also has experience in the field of arts management, having worked six years at the John F.
Kennedy Center for the Performing Arts.As Registration Manager for the entire range of educational events at
www.createtoday.net
Consulting Services for Arts and Events Market Study and Strategic Plan
City of Elgin, IL
D
the Kennedy Center, her responsibilities included all aspects of running a box office for a major presenting
organization: marketing,sales, show settlements,customer service,front-of-house,and oversight of the safety
and welfare of hundreds of thousands of school-aged children,chaperones, and teachers annually.
In addition to her professional work, Kate volunteers as a mentor for the Yale Association of Nonprofit Alumni
and serves as the Treasurer on the executive committee of the local middle school PTA,and as the budget
liaison for the PTA Council and the School Board.
Kate has a Bachelor of Arts(BA) in Music from Bryn Mawr College and a Master of Business Administration
(MBA)from the Yale School of Management.
kyle marinshaw, research & analysis
Kyle(he/him) has over 15 years of experience in the nonprofit sector and has worn many
hats, including consultant, program officer, performer, researcher, arts administer, and
public servant. As a consultant, Kyle partners with a range of nonprofit organizations,
- private foundations, and government agencies to support strategic planning, program
evaluation, capacity-building,and market and community research.
Prior, Kyle was a program officer at the San Francisco-based Koret Foundation where he
managed a grant portfolio that supported more than 75 Bay Area organizations across a
variety of initiatives. Kyle designed and launched a $10 million, multi-year initiative to
increase access to cultural participation through a holistic intervention that focused on arts
education, audience development,and organizational capacity.
Before Koret, Kyle worked for the San Francisco office of WolfBrown,an arts and cultural management
consultancy,where he led a range of projects including cultural planning, program evaluation, strategic
planning, market and consumer research, and capacity building initiatives. His diverse roster of clients included
The William and Flora Hewlett Foundation, National Endowment for the Arts,Arts Midwest and the Doris Duke
Foundation for Islamic Art, Chorus America, Dancers'Group, LA County Music Center,the City of Madison, and
the City of Sacramento. Kyle also has experience in the public sector and worked at Arlington Cultural Affairs in
Arlington County,VA. During his time in Arlington, he supported the Cultural Grants program and managed a
portfolio of Space and Services Grants that helped community and heritage arts organizations access county-
managed performance and rehearsal spaces as well as technical services.
As a volunteer, Kyle served on the steering committee of the Arts Loan Fund, a program managed by Northern
California Grantmakers,was a grant panelist for the San Jose Arts Commission and for the City of Phoenix Office
of Arts and Culture,and provided strategic guidance as an advisory board member for AvenueE, an initiative of
UC Davis to increase the number of first-generation students. Kyle also served as a facilitator in Peru with the
Community Economic Development program of the United States Peace Corps.
Early in his career, Kyle was a dancer and performer and had the privilege of performing with Theatrical Mime
Theatre at the Shanghai International Arts Festival, Giordano's Jazz Dance Chicago (formerly in Evanston, IL),and
collaborated on and performed in the world premiere of Moments of Being during the inaugural home season of
Hope Mohr Dance in San Francisco, CA.
Kyle holds an MA in Arts Management from American University in Washington, DC, and earned his BFA in
Dance at University of Arizona.
www.createtoday.net
Consulting Services for Arts and Events Market Study and Strategic Plan
City of Elgin, IL E
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jilt garland, project support
Jill(she/her) is a leading nonprofit management executive with over 30 years of experience
in the field. Recent clients include International Print Center New York, Project for Public
Spaces,Theatre Communications Group,Ars Nova Theatre,Arts on the Horizon,and Clay
Art Center.Strategic planning, Board Governance, Development Audits, Major Gift Counsel,
and Interim Executive Management are the tentpole services of her practice.
As Vice President of DUNCH consulting,she spearheaded the national search to identify a
new Chief Development Officer for Huntington Theatre Company, conducted a feasibility
study for Primary Stages,served as Interim Executive Director for Gallim Dance and led a
strategic planning process for Tribeca Performing Arts Center. She provided resource
development for the 30th anniversary season of SummerStage in Central Park and a host of sports,arts,
education, and advocacy programs for City Parks Foundation.Jill worked at The Public Theater where, as its
Senior Director of Development,she led a department of 20.
Jill served as Montefiore/Nyack Hospital's VP of Development and Executive Director of its Foundation from
2011-2013 and led a campaign to renovate its award-winning emergency department. She was the long-time
Director of Development(1996-2011)at Playwrights Horizons and led a$33 million capital campaign that
resulted in a new,five story building and the establishment of an endowment. She began her career in arts
administration at Theatreworks/USA, and as the Managing Director at Naked Angels Theater Company.
Jill has a deep understanding,developed over many years,of the sector's most pressing issues both
programmatically and in relation to the built environment. Her work with The Public Theater,Theater
Communications Group and Project for Public Spaces (the nation's founding practitioner of placemaking), have
informed how she approaches the intersection of the arts, community, place, and people.
Jill studied dance at Adelphi University and graduated from Empire State College(SUNY)with a BA in The Arts,
Concentration in Theater. She has increased her knowledge of IDEA through participation in: Nonprofit New
York's 2021 five-week DEI Learning Lab;ArtEquity's Everyday Justice Workshop and Finding the Keys:Antiracist
Approaches to Radical Recruitment in the Arts both in 2022. She served as Board President of RiverArts, an arts
council serving five towns in southern Westchester County, New York.
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required scop e of services
We have created a scope of work that we believe is best suited to the unique needs of the City of Elgin and its
residents. Paramount to the process will be reaching out to a diverse cross-section of key stakeholders,soliciting
broad feedback through a community survey,and contextualizing the local landscape through market research
and a situational analysis.These will inform the vision for success and strategic direction for the City,which will
be tested with and guided by your community, collaborators, and municipal leaders. Finally, a Strategic Plan will
be developed that—more than a simple deliverable—is the synthesis of a thorough,collaborative process
between the City of Elgin and consultants. The plan itself will be a blend of inspiration,creativity, and
operations, considering both the dreams and the reality of Elgin's envisioned future for its arts and culture
programming.
We have divided our work into four phases—Listening, Learning, Planning, and Ensuring Success. Our process is
extremely iterative and responsive to what we are learning in the here and now.The project approach
articulated in this proposal can be tweaked at any time during the engagement while remaining on budget and
on time.
listening phase
The Listening Phase allows the City, residents,and the local cultural community to share more about their
history with and relationship to the arts in Elgin, identify any current challenges or barriers, and define
future successes and opportunities.The role of the consultant is to review, listen, provide thought-
provoking questions,and build consensus.
A. Background Review
The background review is conducted prior to the first workshop to help the Create Today team become
familiar with the landscape,and to begin work on assessing the local arts and culture sector.We hope to
have access to any previous plans, recent studies, or demographic analyses(both arts and non-arts related);
websites of relevant arts organizations, arts partners, list of grantees, municipal funding, and programming
history; and any additional information about how the City has been fostering and supporting arts and
culture.This background review is intended to give us a better understanding of Elgin's artistic community
and how the City supports it. It will also provide a baseline by which we can begin to measure local activities
and contextualize them within the greater Chicagoland region.
Project Kick-Off Meetina (virtual)
Prior to beginning our background review, a kick-off meeting will be conducted with the project leaders who
will act as a small Steering Committee to confirm the timeline, review the scope,and discuss the findings of
our background review and the initial work on the local assessment.
During this time,we will also work with the City to assemble a cross-sector group, comprised of
representatives from the City, cultural and civic stakeholders, and other individuals invested in the Elgin's
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cultural sector and community.This diverse group of Elgin residents and community members will serve as
our Advisory Committee.
We will also begin to discuss how to engage and connect with the diverse communities of Elgin through the
multiple market research and community listening components of this proposed scope of work. It will be
important to ensure all outreach and communication strategies are aligned with and reflective of the many
ways in which communities share and receive information and local news through myriad formal and
informal channels and platforms.
Workshop: Identifying and Reviewing the Vision of Success (in-person)
This workshop is with the full Advisory Committee and Steering Committee,and it will help to identify the
questions and issues that will be investigated as part of the community engagement and market research.
Some questions and themes to be addressed during this workshop could include:
• How broadly do you define the arts and culture sector of the City of Elgin?
• What are the challenges facing the current arts and culture community?
• What existing venues/programs/policies have addressed these issues, or issues like it, in the past?
• What was successful?What were the pitfalls in enacting these changes?
• How could a strong arts and cultural vision and alignment across multiple sectors change or
ameliorate these concerns?
• What does success look like over the three to five years a Strategic Plan is in place?
• Will success be measured in any of the following ways:financial terms; economic impact; levels of
activity;growth of the arts and culture sector in the City and the broader community; increased
awareness of arts,culture,and creativity; increased sustainability for individual artists,arts;
organizations, and creative entrepreneurs;a better quality of life for the residents of Elgin increased
tourism to arts and culture venues and sites?
Community Meeting: Project Kick-Off(in-person)
We propose holding one or two in-person community meetings (with virtual options) as part of the project
kick-off.The goal of these meetings is to officially launch the project with the full community of Elgin,
present the project workplan and proposed timeline, review opportunities for the community to engage in
the process,and solicit feedback from attendees about their hopes,ambitions,and any concerns for the
future of arts and culture programming in Elgin.These will be interactive gatherings that are both
informative and fun for the participants. Create Today uses up-to-date engagement techniques that focus
on positive inquiries.
Deliverable
A summary of the workshop, including a draft vision of success, as well as a summary of the community
meeting.
B. Key Stakeholder Interviews (virtual and in-person)
Interviews with key members of the community(up to 10)will be conducted one-on-one, by phone or
Zoom. In these interviews,we will test the vision of success and delve more deeply into the needs of the
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community's arts and cultural sector.We will work with the City,Advisory Committee,and local residents to
identify members of the community who are both deeply engaged in the arts and culture sector as well as
those who have not participated in previous planning work in Elgin.
Our team has the capacity to conduct interviews in English and Spanish.
Topics to be explored in the interviews shall include, but are not limited to,the following:
• What is the perception of cultural/arts infrastructure in the City of Elgin?
• What are the important supports to culture in Elgin?
• In what ways has the City achieved success in its support of the arts and cultural sector?
• Does the City's vision for success resonate with you?Will it foster a greater awareness of and
participation in arts,culture, and creativity?
• Would the proposed vision inspire individual artists,arts organizations,creative entrepreneurs,
residents, businesses,and tourists?
• Would the proposed concept cultivate better quality of life in the Elgin community?
• How could the City better support the arts and cultural sector through programming or grant-
making?
• Based on your experience as a resident/cultural leader/artist/thought leader, how could the City
best capitalize on its current historical and geographical assets via the arts?
An interview protocol will be informed by the earlier visioning workshop with the Advisory Committee as
well as the community meeting.
The results of these interviews will help to further refine the vision for success and inform the protocol for
the creation of an online survey.
Deliverable
A high-level and concise summary of the key stakeholder interviews and the community meetings that
outlines key themes and observations.A finalized vision of success with themes to be explored in the
learning phase and subsequent market research.
learning phase
We recommend the City engage in market research and community investigations to test the vision for
success,and further contextualize any challenges, barriers,or opportunities that were broached during
previous conversations with the Advisory Committee, in the community meeting, and/or in the key
stakeholder interviews.
C. Greater Chicago Benchmarking and Environmental Scan
Elgin supports a rich and layered arts and culture community; however, it is also part of the larger
Chicagoland (i.e.,Chicago Metropolitan Statistical Area) cultural ecosystem that is broad,diverse, and offers
myriad opportunities to experience, create,and celebrate arts and culture.The goal of this work is to assess
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and evaluate the current internal and external conditions that affect the arts and culture community of Elgin
to better determine potential strategic opportunities.
A combination of primary and secondary research will be compiled to review past partnerships, look at the
local landscape for possibilities to collaborate, and explore the competitive market.This research will
primarily examine events in a 50-mile radius to Elgin and will document what facilities already exist within
the region that could potentially compete for resources and/or are comparable to the Hemmens Cultural
Center, Elgin Arts Showcase, and other specific cultural offerings provided by the City. We will also review
the types of programming at local facilities,the length of the programming season, and range of cultural
offerings to consider the balance and portfolio of activities in the competitive market.
Workshop: Testing the Vision for the Future (virtual)
A summary presentation outlining themes and learnings from the community meeting, key stakeholder
interviews,and the cultural landscape assessment will be prepared and presented to the Advisory
Committee for discussion in a workshop format.
Deliverable
A summary presentation outlining themes and learnings from the cultural landscape assessment will be
prepared and presented.
D. Community Survey
The consulting team, in partnership with the Advisory Committee,will design and field a general audience
and community survey.This survey protocol will cover a range of topics, including but not limited to:
• current or recent participation in or attendance at arts and culture programming in Elgin and the
region;
• motivations for attending live arts and culture programming;
• barriers to attending and/or the most pressing circumstances that prevent residents from
participating in arts and culture programming;
• preferences for different types of live arts and culture events, including genre, location,time of day,
family-friendly,etc.;
• spending habits both before and after attending an event;
• general feedback on any city-wide priorities.
The final survey will be programmed into Create Today's preferred online survey platform, Survey Monkey,
and distributed and promoted by the City, local arts groups, key stakeholders,and community organizations
to their proprietary lists, patrons, and communities. Responses will be anonymous,ensuring privacy is
maintained.
Data collected through online methods will automatically be downloaded, cleaned, and analyzed by the
consulting team.All data will then be aggregated to be analyzed together and compared across different
groups.
We strongly recommend an incentive or prize,which we have budgeted for in our fee, be offered to survey
takers to encourage higher rates of participation and survey completion. Incentives can include gift cards,
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vouchers,certificates,tickets to arts and culture programming, etc. For community surveys of this nature,
we typically do a raffle drawing and randomly select up to 10 respondents who completed the survey and
entered for a chance to win an incentive or prize.
Workshop: Presenting the Online Survey Results and Benchmarking Analysis
(virtual)
This workshop will be conducted with the Advisory Committee to present the findings from the online
survey.
Deliverable
A high-level topline report that identifies any gaps in participation with respect to type or genre of
programming,geographic region,etc. Results from the survey will include crosstabs and any statistically
significant relationships between key demographics and other types of cultural participation indicators (e.g.,
interests and motivations by age, location or residence, race/ethnicity,etc.).
E. Focus Groups and Community Conversations (virtual and in-person)
In general,the best market research takes a mixed-methods approach so that we can go both broad and
general (quantitative),and deep and nuanced (qualitative).To be successful,the latter requires dialogue
with the local community through a process that actively engages multiple voices and perspectives.
We propose a series of focus groups and/or focused public forum groups (up to six depending on budget
and timing)with the goal of testing specific programmatic concepts,strategic opportunities, and/or ideas
resulting from the previous research and planning work with the Advisory Committee.These conversations
could also explore relationships and connections to the venues,the value proposition as part of a public
community asset,and any thoughts about potential changes to programming or usage.The discussion guide
will be designed in partnership with the Steering Committee and the Advisory Committee.
Focus Group participants could be recruited from the City database, partner organizations/community
stakeholders,and from the Community Survey included in this scope of work. Our goal is to include a range
of perspectives and lived experiences inclusive of diverse individuals across age, race/ethnicity, and socio-
economic background. We strongly recommend an incentive be offered to community members who
support this part of the process to acknowledge that their time is valued and respected.We have budgeted
for this expense,which could include gift cards,tickets to arts and culture programming,childcare and/or
food at the in-person conversations, etc.
Workshop: Public Engagement (virtual)
A meeting with the Advisory Committee to review feedback from the Focus Groups.This workshop will also
incorporate any feedback and/or updates to the vision of success,which will then be utilized to consider the
mix of programs and activities as part of the strategic plan.
Deliverable:
A report presenting the results of the Focus Groups and Community Conversations and a discussion of how
these results and key takeaways will guide and inform the Program Activity Mix and Strategic Plan.
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planning phase
Based on the information gathered in the previous phases,the Create Today team will work with the
Steering Committee and the Advisory Committee to build a roadmap to success for the Plan.
F. Determining the Program Activity Mix
Based on the outcomes of the work completed to date,there will be a need to create a mix of programs and
activities for the future.We will use a well-tested template to outline:
• the goals and outcomes for the City and its venues and cultural spaces in which it programs,
• the desired level of activity in the programming spaces and across the City of Elgin,
• the resources needed to accomplish these plans successfully.
We will create a model of the potential mix of activities that would take place and look at ways to evaluate if
the new plan for programming would achieve its desired outcomes.
Workshop: Program Activity Mix (virtual)
Based on the work to date, a workshop with the Steering Committee will be conducted to confirm the new
program activity mix;and identify the goals,objectives,and outcomes that are desired.
G. Building a Sustainable Financial Model
Financial modeling(the creation of a pro forma operating model) is a standard component of any Strategic
Business Plan.This model will help to assess operational needs going forward, provide economic
projections,and will be built as a dynamic and flexible tool that can be modified to accommodate future
planning at the City.
Based on the inputs from the previous phases of the work, a three-year pro forma financial operating model
will be built that includes the desired program activity, revenues and expenses, marketing, staffing,
contribution to overhead,and/or the required amount of support/fundraising.We will examine how to
balance income-generating activities to strengthen the amphitheater's financial position and possibilities for
increased programming and engagement.
Depending on the preference of the Steering Committee,additional years and/or multiple scenarios could
also be developed,for an additional fee.
Workshop: Planning for Success (virtual)
Based on the work to date,a workshop with the Steering Committee and Advisory Committee will be
conducted to review the pro forma operating model;and confirm the goals,objectives, and outcomes that
are desired.
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A workbook that details the Program Activity Mix,the strategic objectives or goals,and incorporates
feedback from the Advisory Committee.
ensuring success
This phase of the work delivers a final roadmap to reach the vision of success for the City of Elgin and offers
tools for the City to use in future evaluations of its desired outcomes. Based on the previous workshop,
checkpoints will be established at which the Advisory Committee will re-convene and assess success and
outcomes and determine if the strategic roadmap needs to be reviewed.
H. Draft Strategic Plan
Incorporating all input to-date, a draft master plan will be prepared to socialize the vision of success and
various strategic initiatives; present any short or long-term investment;and recommend timelines for
implementation.
The draft plan will also include, but not be limited to an Executive Summary; results of all public
participations;supporting data,charts,and/or graphs;conclusions/recommendations for the Strategic Plan's
Vision and Key Goals;short-, mid-, and long-term initiatives and their implementation strategies;an action
plan with goals and projects prioritized.
Workshop: Confirming the Strategic Plan (in-person)
This workshop is with the Advisory Committee and will include a presentation of the draft Strategic Plan.
The workshop would also focus on how the City of Elgin measures success for both the project and the
community over the next three to five years.
At this juncture,the Create Today team, along with a City representative,will jointly present to the City
Council the results from the market research and community engagement as well as an overview of the
preliminary recommendations per the draft Strategic Plan.
I. Community Review Process (in-person)
We recommend that a combination of Advisory Committee, City representatives, and/or community
members present the draft Strategic Plan to the community in a series of open forums.These conversations
could take place in public and accessible spaces, such as local libraries,community centers, public parks,
Town Halls, etc.,with the goal of ensuring broad participation. Create Today will provide the presentation
materials and work with the presenters to ensure the process is effective, productive, and fun. It is critical
that the City is present at each of these meetings both physically and visibly—to bear witness to the
dissemination of information and the receipt of feedback—this is part of the process of holding the City
accountable to the strategic plan. Community members will see City representatives at these public
meetings sharing the Plan and collecting feedback from the community.
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J. Final Deliverable: Cultural Master Plan
The plan will be finalized to incorporate any additional findings or changes from the previous workshop and
community meetings.The consultants will develop, in concert with the Advisory Committee, a targeted
marketing plan to disseminate further public forums presenting the Plan.
Final Workshop: Sharing the Vision and Roadmap for Success (in-person)
The goal of this meeting is to present the final Strategic Plan to the Advisory Committee for adoption, which
will include socializing the definition for success, reviewing the planning process,and confirming the
methods for assessing and evaluating success.
At this juncture,the Create Today team, along with City representatives, will jointly present the final plan to
the City Council.
Final Presentation: Public F orurns (in-person)
We recommend that the consulting team, in concert with the Advisory Committee, circle back to the
community by presenting the Final Strategic Plan in a forum open to a variety of constituents.The team will
answer questions and provide information regarding the development and implementation of the
recommendations in the Strategic Plan.
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timeline R
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The RFP provides dates for specific benchmarks,with the project concluding in the month of October 2022.We are assuming that the contract
would be awarded swiftly and the project would start no later than July 2022 to accommodate the desired timeline.To complete the
deliverables in a timely and agreed upon manner,we will need to rely on each other in several ways.You can trust us to do whatever possible to
finish the assignment within the established timeframe;lead productive meetings;treat you,your staff,and the project stakeholders with the
utmost respect;and to provide candid feedback and counsel.We will count on you to commit to the timeline that we agree upon;to assemble
the project champions and decision-makers for the scheduled meetings;provide requested documents;and participate enthusiastically.
Although we could accommodate the timeline as proposed in the RFP and are confident there will be many useful and insightful community
interactions,we would encourage the City to consider a more generous timeline for this to be a truly inclusive process that accommodates the
feedback of the broadest and most representative community sample.From our experience working on projects of similar size and scope,six
months would be a more suitable timeline for this project.
PO Box 1662,White Plains,NY 10602
(914)269-8599 voice/text
kate@createtoday.net
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Consulting Services for Arts and Events Market Study and Strategic Plan
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Proposed timeline using the RFP's proposed dates; project would be completed in six(6)months, starting
July and ending in January 2023.
Weeks 1 2 13 14 5 6 1 7 18 19 110111112113114115116117118119120121122123124125
Background Review
d Project Kick-off Meeting P'V,
Workshop:Vision of Success X
Community Meeting:Project Kick-Off X
m
Key Stakeholder Interviews 10 ``-X: '
a Phase I Deliverable
Benchmarking and Environmental Scan
c Community Survey
m
Deliverable(report)
Workshop:Market Research Results V
Focus Groups and Community Conversations X X
Deliverable(focus group summary)
A
a Workshop:Reviewing Public Feedback V
Phase II Deliverable
m Determining Program Activit Mix
c
Building Financial Model(optional)
rm Workshop:New programming mix V
a a Phase III Deliverable
Draft Strategic Plan
c Workshop:Confirming the Strategic Plan X
Community Review Process X
W d Presentation to City Council X
u
NFinal Deliverable:Strategic Plan
m
Workshop:Final Strategic Plan X
r Final Community Public Forum X
a
Final Presentation to City Council X
X indicates in-person workshop or onsite work
V indicates virtual workshop
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references
Carter Barron Amphitheater
Julia Washburn (she/her)
Superintendent, Rock Creek Park
National Park Service
202-641-7380
Julia_Washburn@nps.gov
December 2020—January 2022
Cost of engagement:$50,750
NATION
Create Today LLC was engaged in December 2020 to create a PARK
business plan for the Carter Barron Amphitheater(CABA) in Rock E=RVICE
Creek Park. Create Today worked in partnership with the National r ;�
Park Service(NPS)to create a business plan that included a variety
of operating options for the amphitheater drawn from best
practices in the field, current practice at other NPS owned venues,
and key performance indicators that have been informed by Create
Today's expertise in the sector.
As a first step in the planning process,Create Today met with the
planning committee to examine the strengths,weaknesses,and opportunities for CABA.The consultants
completed an environmental scan separately to examine the external threats for both audience and
programming. With this work completed,the consultants reached out to the community and met with
stakeholders representing potential operating partners, community business and political leaders,experts from
the field,artists, residents,etc.
The final portion of the market research included case studies focused on eight outdoor venues from around the
United States.The consultants gathered secondary and primary information about facility operations, how they
have created successful and meaningful programming for their community, partnerships that may have
supported them, and details on how they have nurtured sustainable and viable business models.
Create Today built three different financial models based on the core values,vision for success, and the case
study research: 1) For Profit/Commercial, 2) Nonprofit Presenter/Producer, and 3) Foundation were the options
explored.These models were designed to give the NPS a broad concept of what the annual net could be under
each scenario, based on the set of assumptions that were incorporated in the models.
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Stamford Arts and Culture Commission
Lynne Colatrella (she/her)
Chair
(203) 515-8740
lynne@stamford-downtown.com
January 2020—April 2021
Cost of engagement: $9,0004`
In 2020,Create Today was contracted to create a Strategic Plan for
O
the Stamford Arts and Culture Commission to identify the potential S T AMFORD
programming and community needs that will allow the City of ARTS & CULTURE
Stamford to support the mission and vision for success of the arts COMMISSION
and culture community into the future. FOSTER-4 f[BF PNG.V15-i-TUNAL-
Stamford has 129,500 residents according to a 2019 estimate by the American Community Survey;with a
Hispanic/Latino population of 26.6%. Nine Fortune 500 companies have their headquarters in the city.The client
had already developed a robust set of goals and vision and was looking to test these with the community.There
is also a committed and dedicated team of volunteers who generously serve as the Commissioners; and each of
them committed substantial time to developing the Program Logic Model, based on a template that was
provided by Create Today.
The final deliverable was a plan that included: an agreed upon vision for success for the City of Stamford;
community engagement meetings, leadership interviews, brainstorming sessions and workshops that gathered
input on the vision for success,the Core Values, and the role of the Commission;case studies of best practice
communities from around the country that include information about impact, operating and capital investment
levels, and programming, services and facilities that allow the case studies to be best practice;a program logic
model that considers any new programming, responsibilities and priorities with regard to the resources required
to sufficiently execute and sustain the plan into the future; a plan that includes a confirmed vision for success;
strategies,goals and objectives; and a sustainable roadmap for the City of Stamford.
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Salt Lake County Arts & Culture
Sarah Pearce _
Former Director
Current Deputy City Manager, Park City, Utah
(801) 232-8908
sarah.pearce@parkcity.org
July 2019—December 2020 •
Cost of engagement:$138,000
In 2020,Create Today was contracted to complete the 2020 Arts and
Cultural Master Plan for Salt Lake County, Utah.The goal of the plan
was to strengthen, harmonize, and raise the profile of arts and culture
for the County and its 1.5 million residents and make the County a
more desirable destination for tourists and arts workers.
The Create Today team engaged over 60 mayors, city managers,arts council leaders,economic development
directors, city council members from all 19 communities within the County. Four public forums were held
drawing dozens of community members into the process.We conducted another 60 key person interviews and
gathered responses from close to 1,900 individuals via an online survey and an online panel. Using the data from
the market research,we developed case studies on communities and organizations from around the world to
bring real world learnings and opportunities to the Salt Lake County community.
The final deliverable was an updated plan that included: an agreed-upon vision for success for the arts and
culture sector in Salt Lake County,an update to the inventory of existing facilities and recommendations
regarding any gaps in current or future facility needs, market research,case studies, a review of the existing and
desired public art programs, and an evaluation and monitoring plan to gauge success.
As part of her work at AMS, Kate led the project and operational planning efforts for the George S. and Dolores
Dore Eccles Theater from 2008 through 2016. Work included constructing and analyzing operating models for
the Salt Lake County Center for the Arts (CFA)that convinced Salt Lake City to select Salt Lake County to operate
the Eccles Theater. In addition, Kate worked with CFA staff as the lead project manager for the construction and
opening of the new theater, preparing materials and terms for CFA in their negotiations with Broadway Across
America for the Broadway contract. She also contributed to an economic and community impact study that
measured the net positive contribution to economic development and the valuable public benefits and
amenities created and stimulated by the Eccles Theater in Salt Lake County and City.
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examples of work
1 . Salt Lake County Arts & Culture
a. Arts and Culture Master Plan—Complete Final Report https://www.saitlakecountyarts.org/wp-
content/u ploads/2021/03/SLCo-Arts-Cu Iture-Master-Plan-Report-.pdf
b. Public Presentation:Summary of Recommendations https://www.saltlakecountyarts.org/wp-
content/u ploads/2021/01/Arts-Culture-Master-Plan-Su m marv.pdf
c. Market Research Report(attached)
2. Carter Barron Amphitheater, The National Park Service
a. Final Business Plan (attached)
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attachments
1 . Illinois Certification
2. Employee Utilization form
3. Sexual Harassment and Tax/Collusion/Debarment/Legal Status forms
and Professional Services Agreement
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COST PROPOSAL
RFP #22-035
Arts and Events Market Study and
Strategic Plan
Daina DeNye
Purchasing Director
150 Dexter Court
Elgin, IL 60120
Submitted by:
Create Today LLC
Kate Scorza Ingram
PO Box 1662
White Plains, NY 10602
(914) 269-8599
kate@createtoday.net
www.createtoday.net
Date:June 28, 2022 (updated)
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cost proposal
Our goal is to develop a proposal and fee that is reasonable and appropriate for your budget, and we look
forward to discussing the options together.The proposed fee for this scope of work is$48,670 plus
reimbursable expenses.
Reimbursable expenses are included in the following categories: 1)travel expenses and 2)community
engagement incentives.Travel is estimated at$565.00 per consultant per day of on-site visit(including per
diem, airfare, and lodging)and incentives are estimated at$50.00 per participant. We assume there will be four
on-site visits (1-2 days per visit)and up to 60 participants in the community engagement and market research
sessions. We have estimated our total budget as follows:
Project Fee:$48,670
Travel expenses: $7,330
Incentives:$3,250
Payment Schedule
Upon completion of the Vison of Success Workshop $3,500.00
Upon completion of Phase I Deliverable $5,240.00
Upon completion of the Market Research Workshop $15,000.00
Upon completion of Phase II Deliverable $8,310.00
Upon completion of Phase III Deliverable $9,000.00
Upon completion of the Draft Report $4,000.00
Upon completion of the Final Presentation to City Council $3,620.00
Reimbursements and incentives will be invoiced as they are incurred and will be submitted separately.
Full detailed budget on next page.
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Consulting Services for Arts and Events Market Study and Strategic Plan
City of Elgin, IL 1:1
Create Today Project Team Hourly
Rate
Kate Scorza Ingram,Project Lead $125
Kyle Marinshaw,Research&Analysis $125
Jill Gardlan,Project Support $125
Approx Travel Incentive Scope Fee Total
Hours Fee Fee Fee
1. Listening
Background Review
Project Kick-off Meeting
Workshop:Vision of Success
Community Meeting:Project Kick-Off
Deliverable
Key Stakeholder Interviews(10)
Phase I Deliverable
Sub-total Hours/Fee 72 $2,260 $250 $8,740 $11,250
11. Learning
Benchmarking and Environmental Scan
Deliverable
Community Survey
Deliverable(report)
Workshop:Market Research Results
Deliverable
Focus Groups and Community Conversations
Deliverable(focus group summary)
Workshop:Reviewing Public Feedback
Phase III Deliverable
Sub-total Hours/Fee 206 $1,690 $2,500 $23,310 $27,500
III. Planning
Determining Program Activity Mix
Workshop:New Programming Mix
Building Financial Model
Workshop:Reviewing the Financial Model
Phase III Deliverable
Sub-total Hours/Fee 71 $0 $0 $9,000 $9,000
IV. Ensuring Success
Draft Strategic Plan
Workshop:Confirming the Strategic Plan
Community Review Process
Presentation to City Council
Final Deliverable:Strategic Plan
Workshop:Final Strategic Plan
Final Community Public Forum
Final Presentation to City Council
Sub-total Hours/Fee 61 $3,380 $500 $7,620 $11,000
Total Hours/Fee 411 $7,330 $3,250 $48,670 $58,750
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