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Work with the AFN

Simultaneous Interpretation Services for AFN Events (In-person/Virtual/Hybrid)

Introduction

The Assembly of First Nations (AFN) is a national advocacy organization that works to advance the collective aspirations of First Nations.
The AFN is guided by an Executive Committee consisting of an elected National Chief and Regional Chiefs from each province and territory.

Objective

The objective of this Request for Proposals (RFP) is to select a reputable organization to provide simultaneous interpretation services (English to French and French to English) for all AFN in-person, virtual and hybrid events.
The bidder should provide a high quality of professionalism, integrity and confidentiality in carrying out the work which pertains to the AFN.
The selection will be reviewed by an internal committee, and recommended proposals will be presented to the Chief Executive Officer who will select the successful proposal.

Background

The AFN hosts several events in a fiscal year to provide information and/or engage with First Nations across Canada. Chiefs, technicians, delegates, and governments from across the country generally come together to discuss needs and priorities. These events can range from 1-3 days and may be held in person, virtual or a combination of both (hybrid). On average the AFN hosts 40+ events every year ranging from 100 – 3000+ attendees. Events are frequently held concurrently across multiple venues and/or virtual platforms. 

Proposal Submission Instructions

All proposals shall be received by the AFN no later than Friday, July 31, 2026 by 5:00pm EDT.
All proposals will clearly identify the name of the proponent and the note “RFP for Simultaneous Interpretation Services for AFN Events (In-person/Virtual/Hybrid)” in the subject line of the email.
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 AFN.
Late submissions will not be accepted and will not be considered without exception. The use of the fax, mail or courier services for delivery of a bid will not be accepted.

Proposal Submission Requirements

All proposals shall include the following information:

  • Interpreter fees (per day/hour)
  • Interpreter quality and qualifications
  • Equipment rental & shipping costs
  • Technician costs
  • Remote platform capabilities (Zoom, Microsoft Teams, etc.)
  • Operational capacity (staffing & equipment to support large and/or concurrent events)
  • Travel and accommodation (if applicable)
  • Overtime rates
  • Cancellation policy

Hypothetical Assembly

In your proposal, prepare a bid for the following as per the submission requirements above:

  • AFN is holding a Special Chiefs Assembly in Ottawa, ON on December 8-10 from 8:30am to 5:00pm. Sometimes the assembly will go over these times.
  • There will be 4 concurrent dialogue sessions on December 7 as follows:
    • 10:00am 4 sessions for 1.5 hours each
    • 1:00pm 4 sessions for 1.5 hours each
    • 3:00pm 4 sessions for 1.5 hours each
  • CPAC will be on site and will need a connection to the interpretation.
  • AFN also provides ASL/QSL (sign language) translation for accessibility.

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 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:

Interpreter Quality and Qualifications 30
Overall Experience and Demonstrated Results 10
Budget Approach and Cost Effectiveness 35
Terms and Conditions 15
Indigenous Organization/Individual 10
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, at any time prior to the Proposal Submission Deadline. Date TBD
2. Deadline to submit Proposal
July 31, 2026 at 5:00pm EDT		 Jul 31, 2026
3. Internal Committee Review
August 4-7, 2026 		Aug 04, 2026
4. Recommendations to Chief Executive Officer
August 10, 2026		 Aug 10, 2026
5. Chief Executive Officer Decision
August 14, 2026		 Aug 14, 2026

Miscellaneous Provisions

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 proposal.

Clarification/Questions

All on-time proposals will be acknowledged. Only those submissions that meet the deadline will be considered.
Requests for clarification and/or questions and all final submissions should be sent to:

Jonathan Thompson, Vice-President Operations and Administration Assembly of First Nations
Telephone: (613) 241-6789 extension 235 Electronic Mail: [email protected]

Responses/Submission

Responses to this RFP must be received by the close of business (5:00pm EDT) on July 31, 2026.

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