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Work with the AFN

First Responders Gathering & Trade Show Coordinator

INTRODUCTION

The Assembly of First Nations (AFN) is the national representative organization of First Nations people in Canada. The AFN represents and advocates First Nations interests for more than 600 First Nations from across the country on matters of national or international nature and concern. The AFN hosts two Assemblies a year where mandates and directives for the organization are established through resolutions directed and supported by the First Nations in Assembly (elected Chiefs or proxies from member First Nations).

The AFN Infrastructure Sector continues work on Infrastructure in four main areas including: 1) Operations & Maintenance Policy Reform; 2) Asset Management Planning (AMP); 3) National First Nations Infrastructure Assessment; and 4) Closing the Infrastructure Gap by 2030. The AFN also works to engage First Nation Fire Chiefs, their respective Chiefs, who have active First Nation fire departments in communities to incorporate their input into First Nations-led policy recommendations to Indigenous Services Canada, as well as open discussion on life safety and fire protection issues with the Minister of Indigenous Services.

The First Nations First Responders Gathering will focus on informing and updating First Nations on the new First Nations Fire Protection Strategy goals and identify priorities First Nations deem necessary for improved fire protection for First Nations such as capacity issues, climate-change related weather events, fire incidents at the wildland urban interface, etc.

The AFN invites qualified individuals or firms to submit proposals to provide technical expertise services as a First Responders Gathering and Trade Show Coordinator.

OBJECTIVE

The objective of this Request for Proposals (RFP) is to select a Proponent to provide professional services to the AFN as a First Responders Coordinator for the provision of in person coordination services for the First Nations First Responders Gathering event, date TBD.  The timetable is tentative only and may be changed by the AFN, in its sole discretion, at any time prior to the Proposal Submission Deadline. This event includes 100-200 First Nations first responders, technicians and leadership.

The objectives for the coordination work for the First Nations First Responders Gathering and Trade Show include:  

  1. Meetings with the AFN Infrastructure Sector to initiate the project;
  2. Oversee onboarding and coordination of presenters and panelists;
  3. Support a communications plan, including a process to communicate with identified delegates, invitations, etc.;
  4. Identify and set up a plan for tracking speakers/presenters RSVPs and gathers bios and presentations;
  5. Provide ongoing logistical support in preparation of the event;
  6. Onsite overall coordination (e.g., storing and organizing digital presentations, annotated agendas via Dropbox or other online tools);
  7. Onsite overall coordination of welcome reception and/or other social events;
  8. Work closely with the AFN staff on all planning;
  9. Provide the coordination of services and assist in the overall management of the event and trade show as described above and work with the Infrastructure Sector staff and be available at all times during the event;
  10. Provide expertise in meeting coordination, planning, and knowledge of the workings of the AFN;
  11. The coordinator will need to provide a notetaker for the main plenary and provide a final roll-up report with executive summary as well. (The notetaker will take notes during the main plenary and also any breakout room held in the main plenary); Provide a written report with executive summary based on the proceedings First Nations First Responders Gathering. Perform other related duties and/or special projects as assigned by the Director of AFN Infrastructure Sector.

The above description reflects the general duties necessary to describe the principal function of the subject identified in this RFP and shall not be construed to be all of the work requirements that may be inherent in this objective.

  1. SCOPE OF WORK

     To enter into a contract with the AFN for the following scope of work:

     1.1 In advance of the meeting, the Contractor will collect and review all the necessary documentation and relevant information to prepare for the event.

     1.2 Contractor will review existing concepts papers to become familiar with the material and subject matter to be discussed including First Nations first responders policies. The AFN will develop decks (PowerPoints) and questions regarding fire protection strategy and/or other materials that the Contractor should follow.

     1.3 The Contractor will undertake the coordination for the First Nations First Responders Gathering and Trade Show which includes:

  1. Working collaboratively with the AFN to develop the agenda and approach for the meeting;
  2. Attending meetings with the AFN (in-person or via teleconference);
  3. Identifying and confirming participation of key experts in collaboration with the AFN.

     1.4 The Contractor will prepare a written report based on the First Nations First Responders Gathering and Trade Show which includes:

  1. A fulsome report of the event, including an executive summary;
  2. Identifying concerns, challenges, key findings, recommendations and next steps on draft policy options including engagement with First Nations;
  3. The Contractor will share this report/information with AFN within 10 business days from the event; and
  4. The Contractor should expect to receive feedback and comments from the AFN if it is deemed necessary.

 

  1. PROJECT BUDGET AND SCHEDULE

          2.1  Attend the on-boarding meeting (contract Start Date subject to final internal approvals.)

          2.2  Provide coordination services on the days of the First Nations First Responders Gathering and Trade Show (date TBD). The timetable is tentative only and may be changed by the AFN, in its sole discretion, at any time prior to the Proposal Submission Deadline.

  1. CONTRACT COORDINATOR

The AFN delegate for the management of the project is Elizabeth Fox, Senior Policy Analyst, Infrastructure who will provide guidance to the Contractor as required.

BACKGROUND INFORMATION

The role of the AFN is to advocate on behalf of First Nations as directed by Chiefs-in-Assembly. This includes facilitation and coordination of national and regional discussions and dialogue, advocacy efforts and campaigns, legal and policy analysis, communicating with governments, including facilitating relationship building between First Nations and the Crown as well as public and private sectors and general public.

Each First Nation in Canada is entitled to be a member of the AFN. First Nations exercise their membership through their Chief (official delegate). There are over 634 First Nation delegates who are eligible to participate in the election of the National Chief.

PROPOSAL SUBMISSION INSTRUCTIONS

All proposal submissions shall be received by the AFN no later than January 5, 2024.

All proposal submissions will clearly identify in the email subject line with the name of the proponent and the document title “RFP for First Responders and Trade Show Coordinator”.

Late submissions will not be accepted.

All proposal submissions should be emailed to: [email protected]

PROPOSAL SUBMISSION REQUIREMENTS

All proposals shall include the following information:

  1. Title Page: Referencing the RFP title, the firm’s name and address, the name, telephone number and email address of the contact person, and date of the proposal.
  2. Executive Summary: Provide an Executive Summary outlining the background information of the proponent’s company, including contents of the proposal.
  3. Qualifications: Provide a description of the proponent’s capabilities/experience specifically related to coordinating large events including trade shows.
  4. Project Organization: Identify the strategy to execute all facets of coordination of the event.
  5. Client References: The names of three (3) references which have used the services of the proponent for similar coordination of events. References to include the client’s name, title, and contact information.
  6. Cost Breakdown: The Proponent shall provide a detailed cost breakdown for the proposed services, showing the total cost for the performance of all services, expenses, materials, deliverables to be used for completion of the work. Total cost shall be in Canadian dollars and inclusive of HST (HST should be shown on a separate line in the proposal).
  7. Project Deliverables: The Proponent shall provide to the AFN a roll up report and executive summary including key points of discussion from the gathering and breakout sessions notetaking.
  8. PROPOSAL SUBMISSION REQUIREMENTS

        The Contractor shall submit the following:

    1. A proposal on how the Contractor will carry out the work in accordance with the proposal submission instructions;
    2. A proposal outlining a Strategy and Activities, the Proposed Budget which includes estimated expenditures related to the work. Note: AFN will cover the Contractor‘s travel and accommodation.
  1. The Contractor shall include the following information in the proposal:
    1. Experience with diverse and inclusive First Nations forums and engagement sessions that are results-oriented;
    2. Experience with facilitation of large-scale events;
    3. Familiarity with First Nations communities and operations is a requirement; and
    4. Knowledge of Indigenous Services Canada policies, directives, and programs.
  1. The Contractor shall submit the following:
    1. A Covering Letter;
    2. A current Resume outlining qualifications and relevant experience with operations and maintenance; and
    3. Names of three (3) work-related references.

If the AFN receives a proposal acceptable to it, the AFN will select one (1) or more parties who submitted a proposal (the “Proponent”) with whom the AFN, in its sole and unfettered discretion, will negotiate regarding the terms of a contract (the “Contract”) to perform the Work.

RIGHTS OF THE AFN

The AFN reserves the right to:

  1. reject any or all proposals received in response to this Request for Proposal;
  2. enter into negotiation with one or more Consultants on any or all aspects of their respective proposals;
  3. accept any proposal in whole, or in part;
  4. cancel and/or re-issue the modified version of a given RFP requirement at any time;
  5. award one or more contracts;
  6. verify all information provided with respect to a given RFP requirement, including the right to request a confirmation of the Consultant’s legal status and signed documentation; and
  7. award contracts without competition for follow-up work, if any, to the selected Consultant for a given project requirement.

EVALUATION CRITERIA

After the RFP Closing Time, the AFN will review and evaluate all the Proposals received based upon the information supplied by the proponents in accordance with the general considerations of this RFP.

In evaluating the proposals received, the AFN will consider all of the criteria listed below as the general considerations. The AFN will select the proponent(s) which, in the AFN’s sole discretion, best serves the overall needs of the AFN.  By submitting a proposal, the proponent acknowledges and agrees that the AFN has, and is hereby entitled to exercise, the sole and unfettered discretion to award the points for the evaluation of the noted criteria.

The following is a summary of the general considerations that will be used to determine the Proponent(s) that will be selected:

Expertise of Firm/Organization/Individual submitting the proposal.

20%

Experience in working with First Nations in coordinating large events and trade shows and any experience in working with First Nations.

25%

Proposed Work Plan and Approach.

25%

Proven experience as event coordinator

Strategy development and execution of successful events

 

20%

Price

10%

TIMETABLE

The following dates are set forth for informational and planning purposes and may be changed at the AFN’s sole discretion:

RFP Released/Advertised/Posted             2023/12/12

Deadline for questions                              2023/12/21

Deadline for submission of proposals       2024/01/05

Completion of proposal evaluations         2024/01/08

Finalist Interviews (if required)                   2024/01/09

Final Selection                                            2024/01/10

Contract Start Date                                    2024/01/15

 

The timetable is tentative only and may be changed by the AFN, in its sole discretion, at any time prior to the Proposal Submission Deadline.

MISCELLANEOUS PROVISIONS

Price

Contractors must provide a firm fixed price, including administrative fees, travel, material costs, translation, printing of draft concepts and HST.

Confidentiality

Responses to this RFP will be considered as confidential information by the AFN and will be used solely for the purposes of selecting the successful proponent.

Clarification / Questions

All proposals submissions will be acknowledged by electronic mail (email).

Requests for clarification and/or questions regarding this RFP should be directed to:

Julie Pellerin, Senior Director, Economic Development and Infrastructure Branch
Mobile: 343-596-2973
Email: [email protected] and [email protected]

Submissions

Only those submissions that meet the deadline will be considered.
Submissions to this RFP must be received by the close of business (5:00 pm EST) on January 5, 2024.

Submissions must be sent by email to: [email protected] and [email protected]

Should a proponent’s proposal exceed 10Mb it is acceptable for the proponent to provide a link to a OneDrive file within the proposal submission email.

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