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Work with the AFN

Fire and Life Safety App – Graphic Artist for Educational Prevention App for First Nations Youth

Introduction

The Assembly of First Nations (AFN) is a national advocacy organization that works to advance the collective aspirations of First Nations.

The AFN hosts at least two Assemblies each 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 is also guided by an Executive Committee consisting of an elected National Chief and Regional Chiefs from each province and territory.

The AFN invites qualified individuals and firms to submit proposals to provide game graphic design professional services for a First Nations Youth fire and life safety awareness game application tool under development.

Objective

The objective of this Request for Proposals (RFP) is to select a bidder to provide a high quality of professionalism, integrity and confidentiality in carrying out the work for the Fire and Life Safety App – Graphic Artist for Educational Prevention App for First Nations Youth; and adhere to AFN’s mandate by First Nations-in-Assembly Resolution 09/2022 Targeted Support to Improve First Nations Fire Protection. 

The project requires the services of a games graphic design professional (or similar) who will be responsible for creating concept art, character designs, environment illustrations, and a visual style guide for a Fire and Life Safety educational app designed for First Nations Youth (currently under development). The contract work term will begin in mid-October 2024 with the concept development phase and is expected to last approximately seven months, concluding by late February 2025 with the testing and quality assurance phase. Key dates include the start of production in early October 2024 and the finalization of game assets by late February 2025, followed by the official app launch in March 2025.

The selection process will involve a comprehensive evaluation of submitted proposals based on overall experience, budget approach, and strategic planning. The AFN requires that all proposals be submitted electronically by October 8, 2024, at 5:00 p.m. ET. Submissions will be reviewed promptly, and only those received by the deadline will be considered. Proponents are encouraged to ensure their proposals are complete and submitted on time, as late submissions will not be accepted under any circumstances.

Background

In alignment with AFN mandates, an educational tool is being developed to aid in reducing the risk of fire fatalities among First Nations youth.

AFN is mandated by First Nations-in-Assembly Resolution 09/2022 Targeted Support to Improve First Nations Fire Protection. The resolution directs the AFN to urge the federal government for funding and resources for the National First Responders Gathering, aimed at improving fire protection for First Nations. It urges the federal government to invest in firefighting equipment to address capacity issues and climate change-related incidents. The AFN is also directed to advocate for sustainable funding for First Nations-led fire protection services and improved community infrastructure. Additionally, it calls for immediate targeted funding support for First Nations under evacuation orders and the establishment of an expedited emergency relief fund for future evacuation events caused by extreme weather. 

The Joint First Nations Fire Protection Strategy, 2016 to 2021 concluded on March 31, 2021. The renewed strategy sets out a vision of priorities and identifies specific goals for2023 to 2028. It is intended to better inform program policy and guide federal investments to promote fire protection on reserves and reduce the risk of fire-related deaths and injuries and infrastructure losses. 

The strategy outlines priorities and specific goals under six pillars: 

  1. Partnership for First Nations fire protection
  2. Fire prevention education
  3. Community standards
  4. Fire service operational standards
  5. Climate change
  6. Critical infrastructure 

The purpose of this strategy is to improve fire and life safety for all First Nations through a series of strategic objectives. Some of the pillars are already in progress and have well established funding streams, while some areas require renewed attention and improved funding. 

Fire prevention education is by far the most efficient and effective measure to enhance fire safety. Preventing the incident from occurring in the first place is the best solution. The next solution is educating people on what to do if a fire occurs, with tools like a fire escape plan or building fire safety plan. The final line of defense is the provision of the highest achievable level of fire response. This includes: 

  • Promoting fire prevention programs nationally.
  • Wherever good fire programs are developed, they should be shared and promoted nationally. Assembly of First Nations, National Indigenous Fire Safety Council and the First Nations technical organizations should collaborate to build and promote First Nations fire safety initiatives as well as support non-First Nations initiatives like the Government of Canada Fire Safety Week and other provincial programs.
  • Supporting elected officials in adopting fire safety initiatives at administrative level.
  • Promoting fire safety at the Chief and Council level is crucial to developing a fire safety culture. Leaders who understand the importance of fire safety will promote good programs and ensure appropriate funding is allocated.
  • Educating and supporting local and regional fire safety managers.
  • First Nations that have identified a fire safety manager see the best results in building and maintaining effective fire safety programs.
  • Smaller First Nations may not be able to support their own fire safety manager so regional fire safety coordinators should be established to ensure they have the same level of focus on fire safety.

Scope of Work

As the First Nations Fire Protection Strategy’s main goal is to reduce the risk of fatality in First Nation Youth, an educational tool is being developed. This tool aims to utilize modern technology by creating an interactive application designed for smart phones and tablets. The application will focus on teaching fire prevention strategies that are tailored to the types of buildings commonly found in the lives of First Nations children, particularly in rural and remote areas.  

To ensure the effectiveness of the application, a consultant will be hired, specifically one who has experience in producing similar applications for First Nations children/youth or non-First Nations children/youth. By combining innovative technology and expert guidance, this initiative seeks to empower First Nations children/youth with vital fire safety knowledge. 

Proponent Responsibilities

The consultant will be responsible for creating and designing graphics for the First Nations Youth fire and life safety awareness game application tool under development and will include but not be limited to:

  1. Character Concept Art:
    • Develop front, side, and back views of characters.
    • Create detailed facial expressions and close-ups.
    • Design clothing and accessory concepts.
  1. Environment Concept Art:
    • Create overall world and environment concepts.
    • Design key locations and setting illustrations.
    • Develop detailed scene illustrations.
  1. Props and Items:
    • Design concepts for tools and other interactive items.
    • Produce detailed sketches and coloured versions of important props.
    • Create variations of key items.
  1. Visual Style Guide:
    • Develop colour palettes for characters, environments, and User Interface.
    • Provide typography and font suggestions.
    • Establish overall art style and thematic guidelines.
  1. Review and Revision Rounds:
    • Set scheduled milestones for deliverables.
    • Conduct feedback and revision cycles.              

Project Requirements

The consultant must meet the following detailed tasks and requirements at each stage:

 Project Kick-off and Initial Planning

  • Task 1: Conduct a project kick-off meeting with the AFN team to align on objectives, timelines, and deliverables.
    • Requirement: The consultant must prepare a project plan document, including timelines, milestones, and key deliverables to be reviewed and approved by the AFN team.
  • Task 2: Establish communication protocols and tools for project management.
    • Requirement: Use of a project management tool (e.g., Asana, Trello) to track progress, assign tasks, and facilitate communication. Weekly status updates to be provided to the AFN team.

Character Concept Art Development

  • Task 1: Create initial character concepts, including front, side, and back views.
    • Requirement: Use industry-standard design software (e.g., Adobe Photoshop, Illustrator) to produce high-quality digital sketches. Designs must reflect cultural sensitivity and relevance to First Nations youth.
  • Task 2: Develop detailed facial expressions and close-up views of characters.
    • Requirement: Provide multiple expressions for each character, capturing a range of emotions and actions that are relevant to the app’s educational content.
  • Task 3: Design clothing and accessories for each character.
    • Requirement: Ensure that the designs are culturally accurate and appropriate, incorporating traditional elements where applicable.

Environment Concept Art Development

  • Task 1: Develop overall world and environment concepts for the app.
    • Requirement: Create a cohesive visual style that reflects the unique environments commonly found in First Nations communities, particularly in rural and remote areas.
  • Task 2: Design key locations and setting illustrations for the app.
    • Requirement: Produce detailed scenes that will be used in the app, including both interior and exterior settings. Each environment should be designed with interactivity in mind.
  • Task 3: Provide detailed scene illustrations, including background art and interactive elements.
    • Requirement: Ensure that all scene elements are layered and organized for easy integration into the app’s development process.

Prop and Item Design

  • Task 1: Design concepts for tools and interactive items that will be used within the app.
    • Requirement: Each prop should be designed with functionality in mind, allowing for seamless interaction within the app. Items should be culturally relevant and support the educational objectives.
  • Task 2: Produce detailed sketches and colored versions of important props.
    • Requirement: Create both black-and-white sketches and fully rendered color versions of each prop, ensuring they align with the overall visual style of the app.
  • Task 3: Develop variations of key items to support different stages of the app.
    • Requirement: Provide alternative designs or states for key items that might change or evolve during the app’s progression.

Visual Style Guide Development

  • Task 1: Develop a comprehensive visual style guide for the app.
    • Requirement: The guide should include color palettes, typography suggestions, UI elements, and overall thematic guidelines. It should serve as a reference for all visual elements within the app.
  • Task 2: Define color palettes for characters, environments, and UI components.
    • Requirement: Ensure the color schemes are consistent, culturally appropriate, and visually engaging for the target audience.
  • Task 3: Provide typography and font suggestions that align with the app’s educational goals.
    • Requirement: Select fonts that are legible and appropriate for young users, with consideration for accessibility and readability.

Review and Revision Process

  • Task 1: Schedule and conduct regular review meetings with the AFN team.
    • Requirement: Establish review cycles at key milestones (e.g., after character design, environment design) to gather feedback and make necessary revisions.
  • Task 2: Incorporate feedback from the AFN team and revise deliverables as needed.
    • Requirement: Ensure that all revisions are documented and that updated versions of deliverables are provided promptly. The revision process should be iterative, with clear deadlines for each round.
  • Task 3: Manage the final approval process for all designs and deliverables.
    • Requirement: Obtain formal approval from the AFN team before moving on to the next phase of the project. Final approval should be documented and included in the project records.

Finalization and Delivery of Game Assets

  • Task 1: Finalize all character, environment, and prop designs, ensuring they are ready for integration into the app.
    • Requirement: Provide all assets in the required formats (e.g., PNG, PSD) with organized layers for easy use by the development team.
  • Task 2: Prepare a final report summarizing all completed work, including a breakdown of each deliverable.
    • Requirement: The report should include details on the design process, challenges encountered, and how feedback was incorporated. It should also provide recommendations for future updates or iterations of the app.

Qualifications and Experience

The consultant must have:

  • Proven experience in producing concept art for educational applications, entertainment, video games or similar interactive tools.
  • Expertise in character and environment design.
  • Proficiency in using industry-standard design software (e.g., Adobe Creative Suite).
  • A track record of working on projects aimed at youth education, preferably with experience in First Nations.
  • Ability to work collaboratively with a diverse team and manage feedback loops efficiently.

Project Timeframe:

The work shall be completed between October 2024 and March 2025

(timeframe subject to change).

Project Deliverables

Initial Character Design – Early November 2024

Environment Concept Art – Mid-November 2024

Prop and Item Designs – Late November 2024

Visual Style Guide – Late November 2024

Review and Revision Cycles – Throughout December 2024

Finalized Game Assets – Early February 2025

Final Report – Late February 2025

Proposal Submission Instructions

All proposals shall be received by the AFN no later than submission October 8, 2024, at 5:00 p.m. ET.

All proposals will clearly identify the name of the proponent and the note “RFP for Fire and Life Safety App – Graphic Artist for Educational Prevention App for First Nations Youth” on the sealed envelope.

Individuals shall indicate whether they identify as Indigenous and what Indigenous community acknowledges their membership. Corporate entities shall do the same for the ownership of the entity and for those who will conduct the work under the RFP.

Late submissions will not be accepted and will be returned unopened without exception. The use of the mail or courier services for delivery of a bid will be at the risk of the bidder.

Acceptance of electronic submissions will be allowed and must be submitted to [email protected].

 

Proposal Submission Requirements

All proposals shall include the following information:

  1. An Executive Summary outlining the background information of the proponent’s company, including contents of the proposal.
  2. A statement and description of the physical and human resources required to complete the (summary of work e.g. research, writing, team members or regional representative engagement or other) including software and intellectual material;
  3. Project Organization: Identify the composition of the proposed project team, if any, including:
    1. Project team members;
    2. Description of the roles of the team members
    3. Level of experience of the team members specific to Graphic Art.
  1. 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, and software/hardware costs (if applicable), to be used for completion of the work. Total cost shall be in Canadian dollars and inclusive of HST.
  1. Qualifications/Experience

Proponents should possess the following qualifications:

    • expert-level knowledge of developing Graphic Art with First Nations or First Nations-led organizations and/or Graphic Art for video games.
    • trained in, and have, rigorous data custodial practices governed by OCAP® Principles
    • Proven experience in producing concept art for educational apps or similar interactive tools.
    • Expertise in character and environment design, with a portfolio demonstrating relevant work.
    • Proficiency in using industry-standard design software (e.g., Adobe Creative Suite).
    • A track record of working on projects aimed at youth education, preferably with experience in First Nations.
  1. Client References: the names of three (3) references which have used the services of the bidder as a Graphic Artist. References to include the client’s name, title, contact information.
  2. Portfolio demonstrating games design graphics or similar work.

Rights of the AFN

The AFN reserves the right to:

  1. reject any or all proposals received in response to this Request for Proposals;
  2. enter into negotiation with one or more bidders 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 bidder’s legal status and signed documentation; and
  7. award contracts without competition for follow-up work, if any, to the selected bidder for a given project requirement.

Evaluation Criteria

The AFN will select the Proponent(s) which, in the AFN’s sole discretion, best serves the needs of the AFN. The following is a summary of the general considerations that will be used to determine the Proponent(s) that will be selected:

Overall Experience and Demonstrated Results 20
Budget Approach and Cost Effectiveness 20
Development of an Attractive Promotional Product 10
Indigenous Organization / Individual 10
Knowledge, training and application surrounding the principles of Ownership, Control, Access and Possession (OCAP®) 10
Strategic Thinking and Planning Approach Total 20
Total 100

Timetable

Description of Deliverables Due Date
1. The following dates are set forth for informational and planning purposes and may be changed at the AFN’s sole discretion. Oct 31, 2024
2. Initial Character Design Oct 31, 2024
3. Environment Concept Art Nov 16, 2024
4. Prop and Item Designs Nov 30, 2024
5. Visual Style Guide Nov 30, 2024
6. Review and Revision Cycles Dec 31, 2024
7. Finalized Game Assets Feb 01, 2025
8. Final Report Feb 28, 2025
9. 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. Feb 28, 2025

Miscellaneous Provisions

Price

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

Costs pertaining to the retention of additional services to facilitate on-line voting (should this be necessary) do not need to be included. AFN will evaluate proposed systems and related costs in a separate process, with recommendations from the successful bidder.

Confidentiality

Responses to this RFP will be considered confidential information by the AFN and will be used solely to select the successful bidder.

Clarification/Questions

All on-time proposals will be acknowledged.

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

Alexandra Whiteduck
Policy Analyst, Housing and Infrastructure
Assembly of First Nations
50 O’Connor Suite 200
Ontario, K1P 6L2
Telephone: (613) 241-6789
Facsimile: (613) 241-5808
Electronic Mail: [email protected]

Responses/Submission

Only those submissions that meet the deadline will be considered.

Responses to this RFP must be received by the close of business (5:00 p.m. ET) on October 8, 2024.

Contact Information

Responses may be sent by mail/courier/email to:

Alexandra Whiteduck
Policy Analyst, Housing and Infrastructure
Assembly of First Nations

50 O’Connor Suite 200
Ontario, K1P 6L2
[email protected]

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