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 guided by an Executive Committee consisting of an elected National Chief and Regional Chiefs from each province and territory.
The AFN is now accepting proposals to host the Special Chiefs Assembly for December 2028, 2029, and 2030 as described below and should be received no later than 12:00 (noon) EDT on October 16, 2026. Proposals received after the closing time and date will not be considered.
Chief Financial Officer
Assembly of First Nations
50 O’Connor Street, Suite 200 Ottawa, ON K1P 6L2
Telephone: (613) 241-6789 extension 178
Facsimile: (613) 241-5808
Electronic Mail: [email protected]
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 by providing a space for the Chiefs and Delegates to meet so they can provide direction to the AFN as per the AFN Charter through Resolutions.
The AFN is seeking proposals from the Gatineau-Ottawa area organizations interested in hosting the 2028-2029-2030 (3 years) AFN Special Chiefs Assembly (SCA).
An internal committee will be established to review all proposals submitted before the deadline of 12:00 (noon) EDT on October 16, 2026.
A recommendation will be submitted to the Management Committee for final decision.
Background
The Special Chiefs Assembly (SCA) is held in the National Capital area every December. Since Covid, the SCA has been held in a hybrid format with a little more than 35 Chiefs and Proxies participating on-line and 360 in person. Attendees in person (Chiefs, delegates, staff, observers etc.) could be up to 2,000 people.
Proposal Submission Instructions
All proposals shall be submitted by email to the AFN no later than 12:00 (noon) EDT on October 16, 2026.
All proposals will clearly identify the name of the proponent and the note “RFP for SCA 2028-2029-2030” in the e-mail subject line.
Individuals shall indicate whether they identify as First Nations and what First Nations 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 proposal.
Late submissions will not be accepted and will be notified of such without exception. The use of the mail or courier services for delivery of a bid will not be accepted, only email submissions will be accepted.
Proposal Submission Requirements
All proposals shall include the following information:
Host Organization
- The potential host of the December 2028 – 2029 – 2030 SCA must have large conference facilities and with access to a number of hotel facilities for delegates.
Conference Facility
The proposed facility must be able to provide the following:
- Meeting space for at least 2,000 people in a classroom and theatre set-up in the main plenary (at a minimum, space should be able to accommodate 600 classroom style seating and 1,400 theatre style seating);
- Meeting space for a tradeshow with a minimum of 75 – 8’ x 10’ booths;
- Up to 22 breakout meeting rooms of varying sizes which should have capacity to accommodate various sized groups from 50-300 people and will be used for
- Regional Caucus Rooms (12);
- AFN office (1),
- Communications/Press Room (1),
- Knowledge Keepers Den (1);
- National Chief’s Office/Conference (2);
- Mental Wellness Room (2),
- Registration Room/Area (1);
- Hybrid room (1).
- Facilities must be available for five days (Sunday, Monday, Tuesday, Wednesday, and Thursday) in December which includes allowing for set up of the main session to occur on the Sunday, Chiefs Committee meetings on the Sunday, dialogue sessions on the Monday, registration and tradeshow set-up on the Monday.
- AFN also requires accessibility requirements for those with mobility issues.
- AFN uses an external provider for AV for the main event and must be able to work with internal AV for smaller meetings, internet, rigging, etc.
Hotel Accommodations
- The potential host organization should have at a minimum, 2000 hotel rooms available in the city during the proposed dates for the 2028-2029-2030 SCA.
Travel
- The potential host organization should be accessible via air, train and bus for delegates attending the 2028-2029-2030 SCA.
Cost
- The total cost for the space.
Financial Commitment:
- The potential host organization should allow for the AFN to negotiate with the city/tourism bureau to identify funds committed toward the meeting costs.
Rights of the AFN
The AFN reserves the right to:
- reject any or all proposals received in response to this Request for Proposals;
- enter into negotiation with one or more bidders 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 bidder’s legal status and signed documentation; and
- award contracts without competition for follow-up work, if any, to the selected bidder for a given project
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 |
| Terms and Conditions | 10 |
| Hotel availability | 10 |
| Space availability | 40 |
| Total | 100 |
Timetable
| Description of Deliverables | Due Date |
|---|---|
| 1. Deadline to submit 12:00 (noon) EDT on October 16, 2026 |
Oct 16, 2026 |
| 2. Establish an internal committee to review October 16, 2026 |
Oct 16, 2026 |
| 3. Committee Meetings and potential contact with bidders to seek any clarification required. Week of October 19-23, 2026 |
Oct 16, 2026 |
| 4. Recommendation to Management/Executive Committee November 2026 Meeting (date TBD) |
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.
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 bidder.
Clarification/Questions
All on-time proposals will be acknowledged.
Requests for clarification and/or questions regarding this RFP should be directed to:
Roxanne Ruediger
Chief Financial Officer
Assembly of First Nations
50 O’Connor Street, Suite 200 Ottawa, ON K1P 6L2
Telephone: (613) 241-6789 extension 178
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 12:00 (noon) EDT on October 16, 2026.
Responses may be sent by email to:
Roxanne Ruediger
Chief Financial Officer
Assembly of First Nations
50 O’Connor Street, Suite 200 Ottawa, ON K1P 6L2
Telephone: (613) 241-6789 extension 178
Facsimile: (613) 241-5808
Electronic Mail: [email protected]