Consultant Services for the Review and Update of The Policies and Procedures  for the Gaming Revenue Fund

Action	Deadline
RFP Issue Date	April 23, 2025
Closing Date and Time	May 23, 2025 NOON EDT
Evaluation of Proposals	May 26-30, 2025
Interviews, if required	June 2-6, 2025
Selection of Successful Proponent	Week of June 9, 2025

Hard Copy	Electronic
Three Copies Required: Curve Lake First Nation Attention: Procurement 22 Winookeedaa Road Curve Lake Ontario K0L 1R0	Send Responses to: procurement@curvelake.caThe Subject Line must state: “Response Gaming Revenue Fund RFP”

Fax responses will not be accepted

Section 1 – DEFINITIONS

Hard Copy	Electronic
“Addenda”	Means additional information or modifications, amendments and clarifications to this RFP issued by CLFN.
“CLFN”	Means Curve Lake First Nation
“CLFN Operations”	Means the CLFN government operations.
“CLFN Council”	Means the CLFN elected body consisting of a Chief and eight Councillors.
“Closing Date and Time”	Means the date and time upon which the Proposals must be delivered to CLFN, being 12:00 Noon EDT, May 23, 2025, unless otherwise advised in writing by CLFN.
“Contract”	Means the written agreement(s) resulting from the completion of the RFP executed by CLFN and the successful Proponent.
“EDT”	Means Eastern Daylight Time.
“Criteria”	Means the Mandatory Criteria and Desirable Criteria on which Proposals will be evaluated.
“Desirable”	Means a requirement having a significant degree of importance to the objectives and evaluation of the Request for Proposal.
“Evaluation Committee”	Means a committee formed by CLFN for the purposes of evaluating Proposals, which may include employees and Contractors of CLFN.
“Must or Mandatory”	Means a requirement that has to be met, without exception, in order for a Proposal to receive consideration.
“Proponent”	Means a person or entity with the legal capacity to Contract, which submits a Proposal in response to the RFP.
“Proposal”	Means a written response to the RFP that is submitted by a Proponent.
“Request for Proposal or RFP”	Means the solicitation described in this document, including any attached or referenced appendices, schedules or exhibits and as may be modified in writing from time to time by CLFN by Addenda.
“Successful Proponent”	Means the preferred Proponent with which CLFN intends to negotiate and enter into a Contract.

Section 2 – SUMMARY OF OPPORTUNITY

Curve Lake First Nation (CLFN) is seeking proposals from a highly qualified Canadian consulting firm to provide expert advice and services for the review and revision of current policies and procedures, and to support the operationalization and proper management of the Gaming Revenue Fund (GRF). CLFN intends to ensure that the policies and procedures reflect the highest standards of transparency, consistency, and inclusivity in funding decisions, and to enhance the overall well-being of the community in a manner that aligns with cultural and community values for the benefit of current and future generations.

Section 3 – INFORMATION ABOUT CURVE LAKE FIRST NATION

CLFN is a vibrant and growing Anishinaabe community located in Treaty #20 territory 31 km north of Peterborough, Ontario on a peninsula situated between Buckhorn Lake, Harrington Narrows and Chemong Lake. CLFN’s reserve lands include several islands in the Kawartha Lakes. It is affiliated with the Anishinabek Nation (Union of Ontario Indians), the Mississauga Nation, and is one of seven Williams Treaties First Nations. The total registered population of CLFN is approximately 2,800 members of which 800 members live on reserve while the remainder live off the reserve. The high number of off-reserve members has been created by past Treaties and existing Canadian laws that restricted the size and quality of the reserve’s land base which is not capable of supporting the population. The lack of housing, local jobs, and economic opportunities for its citizens have contributed to an outward migration. It is CLFN’s intention to reverse this decades old trend through economic prosperity and increased financial independence for its future generations.

CLFN Operations include the following government activities: Economic Development, Capital Infrastructure, Communications, Culture and Consultation, Education, Employment and Training, Environmental Services, Family and Social Services, Finance, General Administration, Health Services, Housing, Human Resources, Information Technology, Lands and Resources, Legal Services, Recreation, and Public Works. CLFN employs approximately 100 full-time employees, 35 part-time/contracted staff, and 30 summer students.

CLFN Council committees established to assist Chief and Council in the governance of the First Nation include Finance & Audit, Health & Family Services, Education, Economic Development/Tourism & Employment, Public Works & Capital, Housing, Consultation, Lands & Environment, Governance & Nation Building, Kinomaagewapkong & Culture/Rights & Resources, Employee Health & Safety, Gaming Revenue Fund, Recreation, and Youth Council Advisory Group.

The Gaming Revenue Fund is a program that provides Curve Lake First Nation membership with the opportunity to access funding allocated from the Ontario Lottery and Gaming Corporation (OLG) for projects that enhance our First Nation. The revenue is provided through an agreement managed by the Ontario First Nations Limited Partnership (OFNLP). Each year, the budget is divided proportionally to ensure adequate distribution for potential community-based projects:

• Administration of the Fund: 10%
• Member Applications: 50%
• Organizational Applications: 40%

Projects supported must benefit Curve Lake First Nation and fit one of the five designated areas:
Health, Education, Community Development, Cultural Development, and Economic Development.

Section 4 – INSTRUCTIONS TO PROPONENTS

1. Proposal Inquiries

All questions, requests for information, or clarifications regarding any part of this Proposal document must be set out in writing and directed to procurement@curvelake.ca with the subject line “Response Gaming Revenue Fund RFP”.

Should a Proponent be in doubt as to the meaning, intent, or interpretation of any part of the RFP, find any discrepancies in, or find omissions from the RFP, it is the Proponent’s responsibility to inquire about and seek clarification on those matters.

All questions or clarifications respecting this RFP must be made no later than three (3) Business Days prior to the Closing Date of this RFP to allow staff sufficient time to respond. Curve Lake reserves the right to extend the deadline for questions regarding this RFP, if required.

2. Proposal Closing Date & Time and Submission Instructions

Proposals will be accepted until NOON Eastern Daylight Time on May 23, 2025. Any Proposals received after this date and time will be rejected and returned to the sender. Proposals submitted by Fax will not be accepted. It is preferable that Proposals be submitted electronically by email to procurement@curvelake.ca with the subject Line “Response Gaming Revenue Fund RFP.”

The Proponent is solely responsible for ensuring that its complete Proposal submission and all attachments have been received before Closing Date and Time. If the CLFN email system rejects an emailed Proposal submission for any reason, and the Proponent does not resubmit its Proposal by the same or other permitted submission method before Closing Date and Time, the Proponent will not be permitted to resubmit its Proposal after Closing Date and Time. CLFN will acknowledge receipt of emailed submissions with an email response.

3. Completeness of Proposal Package

Proponents should ensure that they fully respond to all requirements in the RFP to receive full consideration during evaluation. Specifically, to receive full consideration during evaluation, the Proponent should ensure that their Proposal, as a minimum, includes:

3.1 PROPONENT INTRODUCTION:

1. 1. The name of the contact person for the Proposal, including their address, phone number, and email address. This information will not be evaluated but will be used to contact the Proponent as required.
   2. The name of the authorized representative of the Proponent, including their address, phone number, and email address. This information will not be evaluated but will be used to ensure the RFP response has been reviewed and supported by an authorized signatory of the Proponent.

3.2 PROPONENT QUALIFICATIONS:

1. 1. The names of the key personnel (team) who will be working with CLFN on this professional services assignment including their job title/position and description of their role.
   2. A resume for each team member that outlines their professional experience and qualifications, highlighting, where available, work with First Nation clients.
   3. Proof of professional liability insurance.
   4. Contact information (Person’s name, position, email address, business phone number and First Nation’s name and location) for a minimum of two First Nation Community clients who the proponent has provided relevant services within the past five years.

3.3 BILLING RATES AND RECOVERABLE FEES/EXPENSES (Canadian dollars)

1. 1. A list of the hourly rates by job/title for those team members proposed to be involved in providing the service.
   2. A list of travel, disbursement, and other recoverable expenses and corresponding rates.

4. Governing Law / Jurisdiction

This RFP will be governed by and construed in accordance with the laws of Curve Lake First Nation, Canada, and the Province of Ontario, as applicable. The courts of the Federal Government and the Province of Ontario, as applicable, will have exclusive jurisdiction to determine all disputes and claims arising out of or in any way connected.

5. Confidentiality

This RFP and any other information provided by CLFN to the Proponents may include confidential information which is provided for the sole purpose of permitting the Proponent to respond to this RFP. The Proponent agrees to maintain such information in confidence and not disclose this information to any person outside the Proponents employees directly involved in responding to this RFP. The contents of this document may not be used for any purpose other than preparation of a response to this RFP.

6. Conflict of Interest / No Lobbying

A Proponent may be disqualified if the Proponent’s current or past corporate or other interests may, in CLFN’s opinion, give rise to an actual or potential conflict of interest in connection with the services described in the RFP. This includes, but is not limited to, involvement by a Proponent in the preparation of the RFP or a relationship with any employee, contractor, or representative of CLFN involved in preparation of the RFP, participating on the evaluation committee or in the administration of the Contract. By submitting a Proposal, the Proponent represents that it is not aware of any circumstances that would give rise to a conflict of interest that is actual or potential, in respect of the RFP.

A Proponent must not attempt to influence the outcome of the RFP process by engaging in lobbying activities. Any attempt by the Proponent to communicate for this purpose directly or indirectly with any employee, contractor, or representative of CLFN, including members of the evaluation committee and any member of CLFN Council may result in disqualification of the Proponent.

7. Proponents Expenses

Proponents are solely responsible for their own expenses in participating in the RFP process, including costs in preparing a Proposal and for subsequent finalizations with CLFN, if any. CLFN will not be liable to any Proponent for any claims, whether for costs, expenses, damages, or losses incurred by the Proponent in preparing its Proposal, loss of anticipated profit in connection with any final Contract, or any other matter whatsoever.

8. Limitation of Damages

By submitting a Proposal, the Proponent agrees that it will not claim damages, for whatever reason, relating to the Contract or in respect of the competitive process, and the Proponent, by submitting a Proposal, waives any claim for loss of profits if no Contract is made with the Proponent.

9. Liability for Errors

While CLFN has used considerable efforts to ensure information in the RFP is accurate, the information contained in the RFP is supplied solely as a guideline for Proponents. The information is not guaranteed or warranted to be accurate by CLFN, nor is it necessarily comprehensive or exhaustive. Nothing in the RFP is intended to relieve Proponents from forming their own opinions and conclusions with respect to the matters addressed in the RFP.

10. No Commitment to Award

The RFP should not be construed as an agreement to purchase goods or services. The lowest priced or any Proposal will not necessarily be accepted. The RFP does not commit CLFN in any way to award a Contract.

11. Reservation of Rights

In addition to any other reservation of rights set out in the RFP, CLFN reserves the right, in its sole discretion:

• to modify the terms of the RFP at any time prior to the Closing Date and Time, including the right to cancel the RFP at any time prior to entering into a Contract with a Proponent;
• in accordance with the terms of the RFP, to accept the Proposal or Proposals that it deems most advantageous to itself;
• to waive any non-material irregularity, defect, or deficiency in a Proposal;
• to request clarifications from a Proponent with respect to its Proposal, including clarifications as to provisions in its Proposal that are conditional or that may be inconsistent with the terms and conditions of the RFP, without any obligation to make such a request to all Proponents, and consider such clarifications in evaluating the Proposal;
• to reject any Proposal due to unsatisfactory references or unsatisfactory past performance under Contracts with CLFN, or any material error, omission, or misrepresentation in the Proposal;
• at any time, to reject any or all Proposals; and
• at any time, to terminate the competition without award and obtain the goods and services described in the RFP by other means or do nothing.

12. Ownership of Proposal

All Proposals and other records submitted to CLFN in relation to this RFP become the property of CLFN and, subject to the provisions of the Freedom of Information and Protection of Privacy Act, the RFP, and Policies of CLFN, will be held in confidence.

Section 5 – DESCRIPTION & SCOPE OF SERVICES

13. Description of Services Required

The selected consultant will work collaboratively with the GRF Administrator and the GRF Committee to provide expert advice and support in operationalizing the Gaming Revenue Fund (GRF) program. This includes advising on the development and implementation of standard operating procedures and project funding processes, develop materials and tools to assist with the monitoring and reporting of financial expenditures and project progress, and recommending improvements to policies and procedures in line with the GRF Committee’s mandate and objectives. The GRF currently operates at an arm’s length from CLFN Council and under CLFN Administration. The consultant will support efforts to promote the GRF program within the community, ensure transparent communication with the Community, Chief, and Council, and facilitate forums for community feedback to enhance fund administration.

14. Scope of Services Required

The services listed below will be subject to discussion and confirmation with the successful proponent to ensure completeness.

The selected consultant will:

• Conduct a comprehensive review of the existing policies and procedures.
• Engage with community members and stakeholders to gather input and feedback.
• Develop updated policies and standard operating procedures that reflect current best practices and community needs.
• Ensure the new policies and procedures are inclusive, transparent, and consistent.
• Review, revise, or develop tools for the committee to assess applications and monitor projects.
• Provide training and support for the implementation of the updated policies and procedures.

Support and Guidance

The Gaming Revenue Committee and the GRF Administrator will provide ongoing support and guidance throughout the project. This includes:

• Regular Meetings: Scheduled meetings to discuss progress, address challenges, and provide feedback.
• Access to Resources: Providing access to relevant documents, data, and community contacts.
• Community Engagement: Assisting with organizing and facilitating community engagement sessions.
• Review and Feedback: Offering timely review and constructive feedback on draft policies and procedures.

Deliverables

• A detailed report on the findings of the review.
• Draft updated policies and standard operating procedures for review and approval.
• A final version of the updated policies and standard operating procedures.
• Tools for assessing applications and monitoring projects.
• Training materials and sessions for community members and stakeholders.

Proposal Requirements

Proposals should include the following:

• Executive Summary: A brief overview of the proposal.
• Consultant Qualifications: Information on the consultant’s experience and expertise in policy review and community engagement.
• Approach and Methodology: A detailed description of the approach and methodology to be used in the project.
• Work Plan and Timeline: A detailed work plan and timeline for completing the project.
• Budget: A detailed budget, including all costs associated with the project.
• References: Contact information for at least two references from similar projects.

Section 6 – EVALUATION OF PROPOSALS

15. Evaluation Time Frame

Evaluation of Proposals will be conducted from May 26-30, 2025. If additional information or discussions are needed with any Proponent(s) during this window, the Proponent(s) will be notified. Interviews, if deemed necessary by the CLFN Evaluation Committee, will be scheduled for the week of June 2-6, 2025, or as soon as can be scheduled with all parties thereafter.

16. Evaluation Framework

The following framework will be used to evaluate Proposals.

Step 1 – CLFN will review the Proposals to confirm compliance with the Mandatory Criteria identified in Section 6 (17) Proposals must meet all Mandatory Criteria to advance to Step 2 of the evaluation process.

Step 2 – CLFN will score Proposals based on the Desirable Criteria identified in Section 6 (18). Proposals that clearly exceed the stated Desirable Criteria will score higher than those that meet the basic or minimum Desirable Criteria. A Proponent not reaching the minimum score in each category of Desirable Criteria will receive no further consideration. After evaluations of Desirable Criteria have been completed, CLFN may choose to shortlist up to three of the highest scoring Proponents to advance to Step 3 of the evaluation process.

Step 3 – CLFN may in its discretion but is under no obligation to check Proponent references without first notifying the Proponent to verify statements made in the response and to confirm the quality of services that were delivered by the Proponent. If the Proponent is deemed unsuitable by CLFN in its sole discretion due to unsatisfactory references, or if the Proposal is found to contain material errors, omissions or misrepresentations, the Proponent’s Proposal may be rejected.

17 . Mandatory Criteria

Proposals must meet all the Mandatory Criteria and Proponents must submit the following Mandatories.

1. The Proposal has been submitted before the Closing Date and Time.
2. The Proposal is in English.
3. The Proposal is signed by an individual who has authority to commit the Proponent to the RFP Response should it be selected by CLFN.
4. The Proposal includes two refences from First Nation clients who can verify the quality of work provided by the Proponent, and that such references include the First Nation’s name and location, and the First Nation’s representative’s contact name, position, phone number and email address.

18. Desirable Criteria

Proposals meeting all the Mandatory Criteria will be further assessed against Desirable Criteria.
Please ensure responses cover these items as a minimum.

	Desirable Criteria	Maximum score	Minimum score
1	Overall Proposal suitability: Proposal must provide sufficient information to enable CLFN to assess the Proponents capability of meeting the scope and needs outlined in Section 5.	30	18
2	Proponent Firm and Key Personnel: Proponents will be evaluated on their business background, leadership in financial and community development, and experience in the review and implementation of policies and procedures, as well as the operationalization of fund management programs.	25	15
3	Experience working with First Nations: Proponents will be evaluated on cultural fit a proven track record in working with First Nations or Indigenous communities, demonstrating cultural sensitivity, and effectively engaging with community stakeholders, using examples provided in proposal and through the client reference verifications.	20	12
4	Price: Proponents will be evaluated on their billing rates, with consideration given to their experience and leadership in financial and community development, as well as their success in assisting First Nation clients with the review and implementation of policies and procedures, and the operationalization of fund management programs.	25	15
	Total	100	60

A Proponent not reaching the minimum score in any given category will receive no further consideration during evaluation.

19. Negotiations

Proposals shall be final and binding on the proponent for sixty (60) days from the RFP’s closing date and time and may not be altered unless agreed to by CLFN. By submitting a Proposal, the Proponent agrees that the terms of this RFP reserve to CLFN the right to negotiate price or terms including the scope of services to be provided or any other condition(s) with the highest ranked Proponent (the “Successful Proponent”). By submitting a Proposal, the Proponent further agrees that should negotiations with the highest ranked Proponent not be successful, the terms of this RFP further reserve to CLFN the right to enter into negotiations with the next highest ranked or any other Proponent regardless of ranking and, in the alternative to cancel the RFP completely or to cancel and re-issue the RFP. The awarding of a Contract to a Successful Proponent is not a guarantee of exclusivity.