Request for Proposal (RFP) for the
Development of the Strategic Plan for
the Sayisi Dene First Nation Relocation Settlement Trustees
Section I – Introduction
The purpose of this RFP is to invite interested and qualified consultants or consulting firms (“Proponents”) to submit a proposal for the development of a ten year Strategic Plan for the Sayisi Dene First Nation Relocation Settlement Trust (the “Trust”) based on the priorities and vision of the members of the Sayisi Dene First Nation (the “First Nation”) as set out for the Sayisi Dene First Nation Comprehensive Community Plan, 2016 (the “CCP”).
The terms of the Trust require that the Trustees and Council develop a Strategic Plan in order to guide the allocation of the available Trust funds and implement the priorities and objectives of the CCP. The Strategic Plan is to be developed by the Trustees and the Chief and Council of the First Nation (the “Council”), in consultation with the members of the First Nation. The outcome must be a community-focused, holistic and realistic plan that will allow the First Nation to create a community with opportunities for long-term success and wellness.
The objective of this RFP is to find a proposal that will provide the best overall value to the First Nation and Trustees. Price will be a factor in this determination, however other criteria will be considered, as described in the Evaluation section.
Section II – Proposed Schedule
This proposed schedule is subject to change in case of unforeseen circumstances:
|July 7, 2017
||Issuance of RFP
|July 28, 2017
||Proposal submission deadline
|August 11, 2017
||Trustees will engage in negotiations with preferred
||Proponent regarding terms of service contract
|August 28, 2017
||Proposed service contract start date (“Start Date”)
Section III – Background
The Sayisi Dene First Nation
There are over 800 members of the First Nation with approximately 300 members residing on-reserve in Tadoule Lake, Manitoba. The members residing off-reserve are primarily located in Winnipeg, Churchill and Thompson, Manitoba. Tadoule Lake is a remote community in Northern Manitoba with air access and seasonal road access. The traditional language of the First Nation is Athapaskan.
Relocation Claim: Trust and CCP
In July 2016, the First Nation and the Government of Canada signed a Final Settlement Agreement to resolve the First Nation’s Relocation Claim in relation to their forced relocation in 1956 from Little Duck Lake to Churchill, Manitoba by the Government of Canada. The Final Settlement Agreement consisted of four main elements:
- A financial payment deposited in a trust developed by the First Nation;
- Funding for the development of a comprehensive community plan (CCP completed in April 2016);
- An apology issued by the Government of Canada for the relocation; and
- Land to be converted to reserve.
Comprehensive Community Plan
The CCP was designed as a living document which would set out a long-term (100 year) vision for the First Nation. This document was developed closely with all members, on-and off-reserve, throughout the CCP process, which took place between 2013 and 2016.
The primary vision that came out of the CCP process was to ensure the return to a safe, healthy, happy First Nation where everyone is valued and respected. The CCP provides a detailed discussion of the needs of the First Nation, as identified by the members, and establishes 8 Long Term Goals of the First Nation: Culture & Language, Community Services, Economic Development, Education, Governance, Health, Infrastructure, and Lands & Resources.
The financial payment from the Final Settlement Agreement was deposited into the Trust for the use and benefit of the members of the First Nation. The Trust is comprised of four Trustees; 3 First Nation Trustees and an Independent Trustee. The Trustees employ a Trust Community Coordinator located in Tadoule Lake to act as a liaison between the Trustees and members of the First Nation and a Trust Administrator to manage the record keeping and accounting functions of the Trust. The Trustees also utilize the expertise of a financial advisor, lawyer, auditors and consultants, as required.
The terms of the Trust established a number of community programs for immediate implementation upon the creation of the Trust, including a multiplex development, healthy foods program, community cabins program, and an education program. In order to guide additional expenditures of Trust funds, the Trust requires that funds are allocated in a manner which supports the goals and objectives identified by the CCP. In order to achieve this, the Trustees and Council, in consultation with the members, must develop a Strategic Plan to guide the implementation of the CCP and the allocation of Trust funds.
The purpose of the Strategic Plan is therefore to develop the link between the broad vision of the First Nation set out in the CCP and the practical implementation of this vision through the Trust.
Section IV – Project Specifications
The Strategic Plan will guide the allocation of the available Trust funds and the implementation of the CCP for the next decade. It must document and clearly communicate a work plan to provide for development and progress on each of the 8 Long-Term Goals as identified above.
It is critical that the Strategic Plan is based on a framework that takes into consideration healing, capacity-building, education and the demographics of the membership. The trauma experienced by the members in Churchill continues to impact the community, including the next generations of members. Achievement of the objectives of the CCP will require the issue of healing to be addressed.
In order for the First Nation to achieve the maximum benefits from the programming undertaken by the Trust, it is necessary to recognize the need for a process of capacity-building and continued education for members. Mentoring, training and encouragement of continued education, as well as the availability of trained members in the community must be given consideration and built into the Strategic Plan.
The First Nation has a membership which is spread across the country and also has a high proportion of youth members. The geographic distribution and demographics of the membership is a key factor when determining an equitable use and allocation of funds from the Trust. Gathering of additional demographic or residency information, including future projections (INDIAN ACT amendments and natural growth), will be a necessary component of the Strategic Plan.
Considering the factors above, the research and final analysis should examine, without limitation:
- Economic benefits and spin-offs, including employment, growth, and business ventures, during and following the term of the Strategic Plan;
- Healing (factoring in historic trauma informed behaviours);
- Education and capacity-building opportunities;
- Demographic and geographic distribution of the membership including future projections (INDIAN ACT amendments and natural growth);
- Roadmap for pursuing 8 Long Term Goals;
- A prioritized timeline for programs and projects;
- Costs structure for analysis and recommendations;
- Strategic recommendations for the next 10 years;
- Potential partners and allies;
- Framework for evaluation of progress on Strategic Plan; and
- Best practice examples and mentorship opportunities.
The Strategic Plan should be conducted through a review of the CCP and Trust, as well as discussions with the Trustees and Council. The Proponent will be expected to work closely with the Trustees and Council and their respective staff. The Proponent may determine that additional community consultations are required in order to complete the plan, but this determination should take into consideration the recent completion of extensive community consultations during the CCP process.
- A preliminary report on the status of the Strategic Plan must be issued within two months of the Start Date.
- An interim report, suitable for distribution to community stakeholders must be available within four months of the Start Date, and there will be an opportunity for responses to be reviewed, prior to completion of the final Strategic Plan.
- The Strategic Plan will be completed within 6 months after the Start Date for review and approval by the Trustees and Council.
Section V – Written Proposal Contents
The proposal should include the following information:
- Name of the consultant or consulting firm;
- Relevant experience/qualifications (if there will be a project team, the names of all individuals who will be involved in this project and relevant experience/qualifications should be included);
- References with details of work completed;
- A description of the approach that will be used to complete the strategy and work plan, including a detailed timeline and list of the required meetings;
- A description of project deliverables; and
- A detailed budget for the project including estimated expenses (i.e. travel) and billing and payment structure.
Written proposals may not exceed 20 sheets of paper including the cover letter. Should you desire a copy of the CCP and Trust deed for the purposes of preparing a bid, please send your request to:
A confidentiality agreement will be required to be signed prior to the release of any documents.
All proposals must follow this outline and all of the requested information must be submitted electronically to Scott Carleton, Trust Administrator, by 5:00 p.m. on July 28, 2017 at email@example.com . Proposals received after the deadline will not be given consideration.
Section VI – Evaluation of Proposals
An evaluation committee comprised of representatives of the Trustees and Council will review and score the written proposals. Proposals will be evaluated on the basis of the following criteria:
- The Approach (35%):
- Quality of the Proponent’s approach;
- Frameworks and methodologies proposed;
- The timeline and duration; and
- The proposed project governance structure.
- History, Experience and Qualifications (35%):
- History/experience with economic development;
- History/experience with First Nations or First Nation Trusts;
- History/experience with planning and project management;
- Credentials and resumes of professionals assigned in the proposal; and
- Comments from contacted references.
- Total fees and expenses with detailed budget (30%)
Section VII – Conditions
- The Trustees are not obligated to award the contract based on price alone or any other single factor.
- The Trustees take no responsibility for the Proponent lacking information or the accuracy of the information provided in the RFP.
- Proposals are not irrevocable.
- The Trustees take no responsibility for any expense incurred by a Proponent in preparing or submitting a proposal.
- The Trustees expressly reserve the right:
- To reject any or all proposals and to re-advertise or recommence the RFP process if it desires;
- To accept or reject any proposal and, in particular, is not obliged to select the Proposal with the lowest total price;
- To waive formalities or irregularities in a proposal;
- To select, in the sole opinion of the Trustees and the Council, the proposal that best meets the needs of the First Nation;
- To request additional information or further clarification from multiple Proponents
- Negotiate any aspects of a preferred Proponent’s proposal; and
- Extend, from time to time, any date, time period or deadline provided in this RFP, upon written notice to all Proponents.
Ownership of Materials
- Any information provided by the First Nation or Trustees either in this RFP or in subsequent verbal or written communications shall be considered confidential and for express use in the preparation of this proposal.
- All proposals submitted become the property of the Trustees. They will be received and held in confidence by the Trustees.
- All data collected and all resulting reports and publications prepared by the successful Proponent will be the exclusive property of the Trustees.
- The Trustees reserve ownership rights to all concepts developed for the Strategic Plan, including any raw footage and photography shot exclusively for the Trustees. Everything produced, created and developed for the Trustees will be considered work for hire.
All proposals must follow the outline in this RFP and be submitted by 5:00 p.m. on Friday, July 28, 2017. All proposal submissions or inquiries concerning the RFP should be directed to Scott Carleton, Trust Administrator (firstname.lastname@example.org).