REQUEST FOR PROPOSALS
ANISHINABEK NATION GAS & TOBACCO FORUM FACILITATION
1.0 SUMMARY OF WORK
The Anishinabek Nation is seeking a project consultant to conduct the necessary planning, coordination, technical support, and facilitation activities for the 2023 Gas & Tobacco Forum. The Gas & Tobacco Initiative is at the phase of community re-engagement, wherein the Anishinabek Nation is presenting back the findings and proposed direction, and the Forum will be the first of such engagements to bring all Indigenous stakeholders together.
2.0 CORPORATE OVERVIEW
The Anishinabek Nation (AN) incorporated the Union of Ontario Indians as its secretariat in 1949. The Anishinabek Nation is a political advocate for 39 First Nations throughout the province of Ontario from Golden Lake in the east, Sarnia in the south, Thunder Bay and Lake Nipigon in the North. The 39 First Nations have an approximate combined population of 65,000 citizens. The AN has four strategic regional areas, Southwest, Southeast, Lake Huron and Northern Superior. Each region is represented by a Regional Deputy Grand Council Chief.
The AN has its head office located on Nipissing First Nation, just outside of North Bay, Ontario and has satellite offices in Fort William First Nation, Curve Lake First Nation and Munsee-Delaware First Nation. The AN delivers a variety of programs and services, such as Economic Development, Lands and Resources, Health, Social Services, Education, Policy and Communications, in addition to providing the necessary forum for collective First Nation action on issues through the Chiefs in Assembly.
To learn more about the AN, please visit our website at www.anishinabek.ca.
3.0 PROJECT BACKGROUND
The AN, represented by the Union of Ontario Indians (UOI), and The Government of Ontario, represented by the Ontario Ministry of Indigenous Affairs (IAO) and the Ministry of Finance (MOF), have been engaging in ongoing discussions regarding the development of gasoline and tobacco tax revenue generation agreements or compacts. These discussions are focused on the gasoline and tobacco tax revenues that are collected by Ontario on sales by reserve retailers to non-First Nation consumers.
From these discussions and with support from the Anishinabek Nation Chiefs, in March 2018 the AN and the Government of Ontario signed an Agreement-in-Principle, which demonstrates that both parties wish to work together on mutually beneficial agreements regarding regulation and revenue generation through the sale of tobacco and gasoline in participating Anishinabek First Nations.
A potential framework and final agreement would ensure a mutually beneficial outcome for both Ontario and Anishinabek First Nations as it would:
- Promote First Nation economic sovereignty;
- Assist the Province in addressing the issue of unrealized Ontario Tobacco Tax revenue associated with the unregulated tobacco market; and
- Enhance the transparency of gasoline sales on reserves.
The AN has been guiding the development of technical proposals for gasoline and tobacco, for which a direction has been established by the community-based Steering Committee. The representatives of the Committee – community leaders and technicians
– see fit to negotiate a collective agreement that would allow for the AN to guide First Nations toward self-regulation and commercial legitimacy. The construction of template laws, with the assistance of legal and technical experts, will bolster First Nations’ inherent right to self-govern and create space for the band to generate own-source revenue.
The project is now in a phase that requires the compilation, curation, and presentation of all information gathered, analysis conducted, and key deliverables developed. The Gas & Tobacco Forum will provide the avenue for the community representatives – including leaders, technicians, Elders, and youth – as well as retailer operators to hear various perspectives on the aforementioned issues, and identify opportunities and support needed.
4.0 STATEMENT OF WORK
The AN Economic Development department is seeking a project consultant to carry out the following duties:
- Meet with the AN Project Team to set out a work plan and identify logistical needs in sequential order;
- Meet with the Gas & Tobacco Steering Committee on a monthly (or more as needed) basis as well the AN Project Team on a regular basis to plan, develop, and gain approval on the following components:
- Panelists and other guests (e.g. Elders, youth, etc.)
- Questions for panelists
- Promotional and other materials, including design work
- Technical requirements
- Coordinate with other consultants or representatives of the Anishinabek Nation, as needed;
- Maintain list of confirmed attendees, conduct follow up if information is missing;
- Develop any signage needed for the event, including for the attendees;
- Execution of the Gas & Tobacco Forum, including
- Maintaining list of attendees, with relevant identification information
- Opening and closing Forum
- General facilitation
- Panel moderation
- Develop a summary report that includes high-level project information, panelist presentations, panel discussions, and key individuals involved; and
- Present summary report to Gas & Tobacco Steering Committee and Chiefs Council on the Economy, if necessary.
- The successful delivery of the Anishinabek Nation Gas & Tobacco Forum on January 31 – February 1, 2023;
- One (1) draft electronic copy of the Anishinabek Nation Gas & Tobacco Forum Report;
- One (1) final electronic copy of the Anishinabek Nation Gas & Tobacco Forum Report; and
- all supporting documentation that was utilized for the development of the aforementioned deliverables (electronic).
6.0 FINANCIAL CONSIDERATIONS
The total budget for this project should not exceed $30,000.00. The total budget for this project must include all costs associated with personnel, key informant interviews, preparation of reports and required documentation, overhead costs, all eligible taxes and any other anticipated expenditures.
The project will run from December 15, 2022 to March 31, 2023, with the Gas & Tobacco Forum taking place January 31 – February 1, 2023.
8.0 PROPOSAL RESPONSE GUIDELINES
To ensure your proposal is considered for evaluation, it must include the following:
- Dated and signed by a person authorized to negotiate and make commitments, and provide clarification with respect to the proposal on behalf of the bidding proponent or firm;
- A statement indicating the proponents understanding of the proposed project and the deliverables required;
- Reference the title of the RFP;
- Indicate the capacity of the proponent to complete the project; and
- The name of a single point of contact from your company.
Proposed Project Plan
- A proposed project plan, with timelines, that indicates the steps to be taken from the start of the contract to the final deliverable.
- Provide examples of previous relevant work experience; and
- Identify the qualifications and experiences of the project team.
Costs and Charges
- Provide an all-inclusive fixed-cost quotation for this project; and
- Identify the expected costs and their allocation.
All inquiries about this request for proposals should be directed to:
Brandon Manuel, Policy Analyst, Economic Development
Telephone: 1-877-702-5200 or (705) 497-9127 ext. 2278
10.0 SUBMISSION PROCEDURE
As a potential supplier of these professional services, you are invited to submit a proposal to provide professional 3rd-party contractor services in accordance with the terms and conditions detailed in this document.
Please submit your proposal by fax to:
Attention: Brandon Manuel
Proposal packages must be clearly marked: Anishinabek Nation Gas & Tobacco Forum Facilitation
Closing Date and Time: Proposals must be received by December 7, 2022 by 4:30 p.m.
Proposals received after the closing time will not be considered.
Project Completion: The project completion deadline is March 31, 2023, by 4:30 p.m.
11.0 REQUEST FOR PROPOSALS PROCESS
Upon closing, proposals will be reviewed for completeness. Only completed proposals will be brought forward to the selection committee for further consideration and a final decision.
Eligible proposals will be evaluated based on the response guidelines in section 8.0.
12.0 SELECTION OF SUCCESSFUL PROPONENT
The AN reserves the right to reject any or all proposals and to accept the proposal deemed most favorable to the interests of the AN and its partners.
The AN reserves the right to seek clarification and supplementary information from proponents after the submission deadline.
Proponents will be notified in writing once a selection has been made.
13.0 CONTRACT NEGOTIATION
The AN will enter into a contractual agreement with the preferred proponent. The AN, at any time, and without liability, may withdraw from negotiations with any potential proponent.
The successful proponent will be required to comply with the AN’s COVID-19 directives and policies. The successful proponent will be provided copies of all applicable directives and policies prior to the completion of contract negotiations.
14.0 TERMS AND CONDITIONS
14.1 The AN will not be responsible for any costs incurred by a proponent in preparing and submitting proposals. The AN accepts no liability of any kind to a proponent prior to the signing of a contract.
14.2 Submissions of a proposal shall not obligate, nor should it be construed as obligating the AN, to accept any such proposal, or to proceed further with the project. The AN may, in their sole discretion, elect not to proceed with the project, and may elect not to accept any, or all proposals for any reason.
14.3 A proponent may amend or withdraw their proposal prior to the closing date and time specified in the request for proposals by way of written notice to the AN.
14.4 Proposals submitted shall be final and may not be altered by subsequent offerings, discussions, or commitments, unless the proponent is requested to do so by the AN.
14.5 The proponent must identify any information in its proposal that it considers to be confidential or proprietary.
14.6 All proposals and accompanying documentation received under this competition will become the property of the AN, and will not be returned.
14.7 The AN has reserved the right to waive minor non-compliance by a proponent with the requirements of the RFP. This will allow the AN to consider and possibly accept, any proposal which is advantageous, even though the proposal may be non-compliant in some minor respect.
14.8 The AN reserves the right to accept or reject, in whole or in part, any and all proposals.
14.9 The AN reserves the right to cancel and/or re-issue this request for proposals at any time, for any reason, without penalty.
14.10 Prices quoted are to be held firm for a minimum of 90 days following the RFP closing date, and shall remain in effect through the duration of an agreement.
14.11 The proponent’s proposal shall form part of the contractual agreement by attachment, and will be incorporated for reference. Claims made in the proposal shall constitute contractual warranties. Any provision in the proposal may be included in the contractual agreement as direct provisions thereof.
14.12 The successful proponent agrees to obtain and maintain all professional certification and licenses necessary to lawfully provide the services required under this request for proposal.
14.13 By submitting a proposal, the proponent agrees and acknowledges that it will provide for the duration of the project, the full complement of staff required to perform the work of the project, including the specific individuals identified in its proposal. These key personnel shall remain assigned for the duration of the project unless otherwise agreed to in writing by the AN. In the event the proponent wishes to substitute any key personnel, the individual(s) proposed must demonstrate similar qualifications and experience as required, to successfully perform such duties.
14.14 Intellectual property and any data associated with this project is the express property of the AN.