Creative Director Seeking Expressions of Interest for: OCTOBER 2021 - Arts Northern Rivers

RESILIENT CLARENCE

Seeking Expressions of Interest for:
     Creative Director
             PREPARED BY: RESILIENCE CLARENCE TEAM, CLARENCE VALLEY COUNCIL
             ATTACHMENTS: 2

             DEADLINE: MONDAY 1 NOVEMBER AT 5PM
             DOCUMENT REFERENCE: CVC-RC-CD-EOI

                                          OCTOBER 2021

RESILIENT CLARENCE

                                          Role Summary

   We are looking for a Creative Director/Project Manager to
   capture & present disaster resilience stories during a year-long
   project shaped around cultural, environmental and community
   resilience.

   Who
   Creative and innovative Project Managers (companies,
   organisations or individuals) with knowledge of digital media and
   new technologies who can demonstrate:
   ·Strong Creative Project Manager/Curator skills
   ·Capacity to inspire & manage local creatives
   ·Experience working with diverse communities
   ·Exceptional communication & multi-tasking skills
   Ideally Clarence-valley based and/or with the ability to travel to
   Clarence Valley locations.

   What
   You will be managing the production/collecting of short films,
   podcasts, and photos for Clarence Valley-wide exhibitions and
   online digital mapping. Your mission is to discover, capture and
   share the stories of disaster resilience that exist in bushfire-
   affected Clarence Valley communities.

   How
   At first we are asking merely for Expressions of Interest (EOI). For
   us to be able to make an informed procurement decision, we will
   then make a formal:

   1. Request for Quotation (RFQ)
   a form that contains the projected costs for each stage of this
   project (template attached)
   2. Request for Proposal (RFP)
   a 2-page document that answers some key questions about your
   vision for this project

   When
   The EOI deadline is 1 November 2021 at 5pm.
   The procurement period starts shortly after that, with Quote &
   Proposal deadline of 17 November 2021 (1pm)
   The successful supplier should be able to start the pre-production
   phase in December.

RESILIENT CLARENCE

                                  About the project

    From cultural burning practices to the recent catastrophic
    bushfires, the Clarence Valley has many stories to tell.

 The Clarence Valley is going through some big challenges and we hope to
 creatively document and share this. Giving bushfire-affected communities
 the chance to tell their stories of resilience in their own creative way, will
 allow all of us to reflect on our community spirit, to learn from others and to
 be better prepared next time.

 The creative component is an integral part of the year-long Resilient
 Clarence program, which aims to build knowledge, resilience and natural
 disaster preparedness across the Clarence Valley local government area,
 starting with those communities that were most impacted by the
 unprecedented 2019/20 bush fires.

 The program coordinates community preparedness, environmental resilience
 and knowledge-sharing activities facilitated by Red Cross, Landcare and
 Envite Environment, among other key project partners.

 Project Objectives

    cultural, social and environmental knowledge-sharing after the bushfires.
    give communities and individuals, especially those who were vulnerable
    or isolated, the chance to tell their stories of survival and resilience, while
    also preserving their cultural heritage
    raise awareness in the wider Clarence Valley community about the
    susceptibility of our area to natural hazards and climate change.
    capture the impact of the bushfires to collectively learn from the
    experience and document this as cultural history with a multigenerational
    reach.
    record and share cultural knowledge in land and fire management
    practices, and wildlife care to enhance the natural disaster resilience of
    our (urban) environment.
    capture & showcase resilience-building efforts in bushfire-affected
    communities in parallel to ongoing recovery efforts.

RESILIENT CLARENCE

  Scope/limitations

    This project is about capturing resilience activities and about cultural
    heritage & storytelling and does not involve disaster awareness training
    in general.
    While this project aims to enhance the bushfire recovery and resilience of
    the participants, this is not intended to be a mental health and wellbeing
    project as such.
    This project is grant-funded and has a limited lifespan of 12-months (may
    be reassessed due to pandemic-related delays) with clearly defined
    outcomes.

ABOUT YOU

 You will be the creative vision behind this project - bringing diverse
 stories together in a curated and cohesive collection: a digital storytelling
 map of the Clarence Valley.

 You will select and contract your own team of media creatives, including
 talented community members, to:
  1. Source, review and edit personal recovery/resilience stories, photos or
 other digital materials and
  2. Prepare installations for a touring exhibition to community halls and
 Clarence Valley Regional Libraries.
 3. Create a digital map to preserve the stories for the Clarence Valley
 and beyond.

 You will have strong project management skills and be able to work
 across multiple locations.

 You will be working alongside diverse partner organisations to capture
 the program’s community-led activities, including environmental
 workshops and working bees to create short segments that can be
 added to the final story map.

 You, or your team of choice, should able to attend meetings and
 discussions with key community stakeholders and agencies and be
 prepared to work in remote areas across the entire Clarence Valley LGA.

 You will have the sensitivity and flexibility to draw out the stories of
 community champions, local heroes, quiet achievers, and knowledge
 holders. The challenge is to turn anyone who wants to, into creative
 storytellers.

This is a one-of-a-kind opportunity that will allow you to effectively run
            your own multi-media production team for a year!

MUST HAVES

Demonstrated experience in managing projects and leading
film/audio/photography contractors.
Strong creative storytelling skills including editorial and written
communication skills.
Innovative thinking and knowledge of new technologies.
Ability to lead and collaborate with creative contractors and storytellers in
bushfire-affected communities.
Capacity to navigate strong relationships with diverse stakeholders,
including government agencies and emergency service providers.
Expert record-keeping skills and an ability to fulfil stringent government
administrative and reporting requirements.
A solid understanding of Privacy Standards. Intellectual Property and
willingness to adhere to a Code of Conduct developed by Clarence Valley
Council for the purpose of this project.
An ABN, current Public Liability insurance ($20M) as well as Current
Professional Indemnity Insurance (or workers compensation for
businesses with employees).
Working With Children Checks for you and all staff working in
communities.
Strong focus on Workplace Health & Safety + current Covid-19 Safety
Protocols.
A willingness to engage with a diversity of people. Respect for cultural and
privacy protocols is essential.

                                                            TASKS

Managing and curating diverse digital storytelling elements in selected
bushfire-affected communities across the Clarence Valley.
Capturing community workshops and events, demonstrations of land
management activities, bush regeneration efforts and wildlife care after
natural disasters
Curation and digital mapping of multimedia outputs resulting from the
community-led projects and giving this map an online presence.
Curating a touring exhibition to local community halls and libraries in up to
10 pre-selected communities.
Contracting your own team, curating, and ensuring quality control of the
productions and exhibitions.

The questions you will be asking:

     What did these communities go through and how have they adapted?
     Has their sense of community changed?
     What are they doing to cope, or to help others?
     Have the fires (followed by lockdowns and floods for many) inspired them
     artistically?
     What does 'resilience' mean to them?
     What is their message of resilience to the rest of the Clarence Valley?

  For this project, how we get there together matters more than what the
                          final product looks like.

  establishing a good relationship
with the different communities is key
            and your quest
       is to find hidden talents

YOUR PROPOSAL
When we start the procurement phase, please submit a 2-page proposal with
your ideas on how to capture, edit and share the disaster recovery and
resilience stories and the program’s resilience activities in the 10 priority
communities (see map on page 10). Demonstrate how you will bring all of the
moving pieces together.

You can also submit your portfolio or examples of previous productions that
show your talent and capacity to take on this project.

We are looking for:
 1. Innovative ideas and creative submissions
 2. A can-do attitude and flexibility to adapt to program changes
 3. Local knowledge and/or a demonstrated ability to build a creative
   network in regional areas
 4. Ethical behaviour when working with our culturally diverse community
 5. Value for money

We are working under the assumption that enough community members want
to share their stories and can be mobilised to contribute to audio, video and
photo content and want to feature in the final touring exhibition and online
installations.

Questions to answer in your proposal should include:

   How will you work together with the project team, the project partners and
   the community members to achieve your vision?
   How do you envisage the touring exhibition in the (sometime remote)
   community halls and libraries?
   How do you envisage the online digital map of the resilience images, audio
   and stories from the Clarence Valley?
   How will you bring it all together in the end?
   What are your or your team’s specialties and how can you make this
   project shine?
   How will you approach and deal with risks/sensitivities around privacy,
   filming in public spaces and trauma?

RESILIENT CLARENCE

                                                                 TIMELINE

          PHASE 1                 Pre Production        Dec '21 - Feb '22
        including contributing to the Monitoring & Evaluation process
        (mostly remote, online meetings) and community engagement

         PHASE 2                     Production                 Mar '22 - Jul '22
        including sourcing quality audio, photo and film stories from
        all the priority communities

         PHASE 3                     Post Production             Jul '22 - Oct '22

        including editing the audio, photos and video footage + creating
        an innovative digital map with the “best of” productions

        PHASE 4                      Curation & Exhibition Oct '22- Nov '22
         including the production of posters/flyers, banners photos
         and social media (video) content to promote these events
        PHASE 5                      Project Handover                  Dec 2022
         contributing to the Evaluation process

Outsourcing any of these activities may be considered, with the Creative
Project Manager being responsible for the entire process, the budget and
quality control of the end result.

                                                                    BUDGET

 There is a budget up to $145,000 (AUD) available to complete this project
 within a year. Consider that the cost of the digital map may be around
 $45,000 if outsourced to a third party, which leaves no more than $100,000
 for the filming and exhibitions in community halls.*

 Outline in your proposal how you will allocate the funding and how many
 productions and exhibitions you can deliver at a minimum.

 Take into account that the Clarence Valley is one of the largest LGAs on the
 East Coast: our bushfire-impacted communities are very spread out,
 culturally diverse and not all have mobile phone reception.

 *All community catering requirements and (Covid) safety items for the communities will be
 paid for by the Resilient Clarence program. Please quote us on travel, overhead/staffing
 and production expenses only.

RESILIENT CLARENCE

                                   SELECTION CRITERIA

 The successful supplier will be the one who can:

  1. demonstrate their digital media experience
  2. demonstrate their project management experience
  3. demonstrate their capacity to see this project through to completion (e.g.
    examples of delivered projects)
  4. give examples of their innovative/creative ideas for this program(while
    staying within the set time and budget limits)
  5. take a compassionate/empathetic approach to the local community
  6. proof they meet all other selection criteria (see Must Haves section).

 Bonus points are given to the supplier who:
   7. can demonstrate local knowledge/track record of working with
 the local community
   8. is based in the Clarence Valley/Northern NSW or has worked in this
 region
   9. has an existing network of local filmmakers & creatives

THE PROCESS

  At this stage we are only looking for Expressions of Interest, to be
 received by email by 5pm on 1 November 2021. You are welcome to
    send us examples of your work in an (online) portfolio as well.

  After having been contacted to submit a quotation and proposal (the
  procurement start date), you have around 2 weeks (to submit these
 documents. You can also send us examples of your work, if you hadn't
                           already done so.

       If you have questions, you can submit those via email to
Barbara.Winters@clarence.nsw.gov.au. We will reply within 2 working
days, and send the reply to all interested parties (in the bcc) who have
submitted an expression of interest. This open Q&A method ensures a
                             fair process.

  Your quotation and proposal should be submitted by 1pm on Wed 17
November 2021 by emailing Barbara.Winters@clarence.nsw.gov, stating
 the reference number as shown on the cover page of this document in
                         your email subject.

Shortlisted suppliers will be invited to present their ideas for this project
 to a panel of creative “jurors” and members of the Resilient Clarence
project team, with the aim to procure the successful candidate midway
        December. All others will be notified as soon as practical.

     We are looking forward to hearing from you.
                     Best of luck!