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 7th Annual Water Symposium & Tradeshow & National Operators Forum will focus on informing and updating First Nations on safe drinking water, current and emerging issues, water security and supply, and more.
In addition to the direction provided by Chiefs of each member First Nation, the AFN is guided by an Executive Committee consisting of an elected National Chief and Regional Chiefs from each province and territory. Representatives from five national councils (Knowledge Keepers, Youth, Veterans, 2SLGBTQQIA+ and Women) support and guide the decisions of the Executive Committee.
The AFN invites qualified individuals or firms to submit proposals to provide event facilitation services for its 7th Annual Water Symposium & Tradeshow & National Operators Forum.
The objective of this Request for Proposals (RFP) is to select a Proponent to provide professional in person facilitation & chairing services for the AFN 7th Annual Water Symposium & Tradeshow & National Operators Forum event scheduled for February 5-8, 2024 (location TBD). The timetable is tentative and may be changed by the AFN, in its sole discretion, at any time prior to the Proposal Submission Deadline. This event includes 400-500 participants.
SCOPE OF WORK
To enter into a contractual agreement with the AFN for complete facilitation and chairing services for the 7th Annual Water Symposium & Tradeshow & National Operators Forum which includes:
- Attending any meetings with the AFN Infrastructure sector and event coordinator as required, including a meeting to review and finalize the annotated agenda incorporating any revisions.
- Along with the event coordinator, oversee onboarding and coordination of presenters and panelists.
- Complete facilitation and chairing services during the conference main plenary on-site, for the entirety of the event and for any breakout/workshop held in the main plenary as assigned.
- Adhere to the agenda as much as possible and ensure the plenary, panels and speakers and Q&A sessions proceed in a timely manner.
- Introduction of speakers, other conference panelists and agenda items according to the program event sequence.
- Facilitate to ensure the event has comprehensive and respectful dialogue and Q&A sessions and has a successful outcome.
- Work closely with the AFN staff and the event coordinator on all planning and logistics for facilitation.
- Review any documents or presentation decks provided for familiarization with the subject matter.
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.
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 will clearly identify in the email subject line with the name of the proponent and the document title “RFP for Facilitation Services for 7th Annual Water Symposium & Tradeshow & National Operators Forum”.
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:
- 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.
- Executive Summary: Provide an Executive Summary outlining the background information of the proponent’s company, including contents of the proposal.
- Qualifications: Provide a description of the proponent’s capabilities/experience specifically related to facilitating large events including trade shows and a workplan on how the Contractor will carry out the work in accordance with the proposal submission instructions. A description of experience with diverse and inclusive First Nations forums and engagement sessions that are results oriented.
- Project Organization: Identify the strategy to execute all facets of facilitation of the event through to completion.
- 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.
- Cost Breakdown: The Proponent shall provide a detailed cost breakdown for the proposed services, showing an itemized workplan and 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).
- Project Deliverables: Facilitation services at the main plenary and workshops/breakout rooms.
RIGHTS OF THE AFN
The AFN reserves the right to:
- reject any or all proposals received in response to this Request for Proposal;
- enter into negotiation with one or more Consultants on any or all aspects of their respective proposals;
- accept any proposal in whole, or in part;
- cancel and/or re-issue the modified version of a given RFP requirement at any time;
- award one or more contracts;
- 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
- award contracts without competition for follow-up work, if any, to the selected Consultant for a given project requirement.
The AFN will select the Proponent(s) which, in the AFN’s sole discretion, best serves the overall 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:
Expertise of Firm/Organization/Individual submitting the proposal.
Experience in working with First Nations and in facilitating large events and trade shows
Proposed Work Plan and Approach.
Experience in facilitating successful events, event, organization, planning, communications, negotiation abilities, problem solving.
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 2023/11/08
Deadline for questions 2023/11/21
Deadline for submission of proposals 2023/11/27
Finalist Interviews (if required) 2023/11/27
Completion of proposal evaluations 2023/11/28
Final Selection 2023/11/29
Contract Start Date 2023/12/06
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.
Contractors must provide a firm fixed price, including administrative fees, travel, material costs, translation, printing of draft concepts and HST.
Travel and accommodations will be covered by AFN.
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, Assembly of First Nations
Email: [email protected]
Only those submissions that meet the deadline will be considered. Responses to this RFP must be received by electronic mail (email) by the close of business (5:00 pm ET) on November 27, 2023, to: [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.