NAFC Request for Proposals Indigenous Volunteering Guide (Revised)

  1. Organization Background

The National Association of Friendship Centres (NAFC) consists of 112 Friendship Centres and Provincial and Territorial Associations who together make up the Friendship Centre Movement. The Movement is composed of independent democratically elected governance structures which ensures that each Provincial Territorial Association (PTA) and Friendship Centre remains autonomous and that the Movement retains its fundamental grassroots origins. Each of these structures feed into the NAFC governance structure which has been delegated authority to make decisions on behalf of the Movement at the national level.

The NAFC is a long-standing Indigenous organization with reach across Canada, from coast to coast to coast, supporting Centres who provide culturally enhanced programs and services to First Nations, Inuit and Métis people living in urban, rural and northern communities. Established in 1972, the NAFC represents the interests of its Friendship Centres and Provincial Territorial Associations (PTAs). Its mission is to improve the quality of life for Indigenous peoples in an urban environment by supporting self-determined activities which encourage equal access to, and participation in, Canadian Society; and which respect and strengthen increased emphasis on Indigenous cultural distinctiveness.

  1. Project Summary

The NAFC requires a Contractor or Contracting Firm to assist in the development of an Indigenous Volunteering Guide. The proposed work will require the Contractor to work collaboratively with NAFC staff, and management where appropriate, to develop the Guide consistent with the Friendship Centre Movement’s Centre-focused approach while respecting traditional Indigenous customs and beliefs.

  1. Project Objectives and Scope

The objective of this proposed work is to help identify best practices and strategies for engaging Indigenous volunteers and Indigenous communities and organizations. It will identify what information non-Indigenous voluntary organizations need in order to a) successfully engage and support Indigenous volunteers; and b) successfully work with Indigenous communities and organizations. The final product will be an Indigenous Volunteering Guide which can be utilized by non-Indigenous organizations in their recruitment, retention, and organizational engagement efforts.

For the purpose of this study, the contractor will undertake a literature review, conduct interviews with non-Indigenous voluntary organizations and with Friendship Centres/Provincial and Territorial Associations, produce a Progress Report, and produce a draft and final Guide based on the findings. The Guide will be prepared in English for submission to the Federal Government.

The following activities will be performed by the Contractor:

  1. Develop detailed work plan;
  2. Review existing Friendship Centre-related materials, provide strategic guidance and work with NAFC staff to develop an outline identifying any additional contextual research or materials that may be required to inform the Guide;
  3. Working with NAFC staff, conduct any additional research as identified;
  4. Working with NAFC staff, compile findings and develop an Indigenous Volunteering Guide, which provides detailed information including, but not limited to:
    1. Indigenous concepts of volunteering
    2. Guidance on how best to support Indigenous volunteers
    3. The structure of volunteering in Indigenous voluntary organizations
    4. Direction on how to build relationships with Indigenous voluntary organizations and the value of such partnerships
    5. Differences in volunteering among Indigenous sub-groups (including different age groups and on and off reserve)
    6. The importance and components of cultural competency with links to resources and training available
    7. Provide strategic expert guidance on an as-needed or as-identifed basis over the course of the project.
  1. Description of Project Deliverables

The deliverables and due dates include:

  1. Literature Review and Interview Questions (Dec 3, 2018)
  2. Interviews with non-Indigenous voluntary organizations and with Friendship Centres/Provincial and Territorial Associations (12 interviews) and Progress Report – up to and including the interviews (Jan. 30, 2019)
  3. Draft Guide (February 28, 2019)
  4. Final Guide (March 18, 2019)
  5. Contractor Experience/Qualifications
  • Applicants must demonstrate knowledge of Indigenous socioeconomic issues and may include: volunteering, mentorship, employment, education and training, through a combination of postsecondary education and work experience (50 points);
  • Applicants should have experience conducting research on national Indigenous issues and successfully developing reports for a large to midsized Not-for-Profit Indigenous Organization on time and on budget, on average (20 points);
  • Experience with the Friendship Centre Movement (20 points);
  • Applicants must have demonstrated experience and/or knowledge of Indigenous Culture and Traditions (5 points);
  • Bilingualism will be considered an asset (5 points).
  1. Bid Selection

6.1   Selection method

The successful bidder will be chosen based on the highest score of the above rated Contractor Experience/Qualifications, within the additional scope of:

  1. Evidence of understanding of project objectives, deliverables and approach and methodology, including provision of initial work plan (key activities and timelines);
  2. Evidence of previous work, including examples that demonstrate previous experience or expertise conducting work related to this RFP topic and scope;
  3. Evidence of 2 to 3 years’ experience within the last 7 years conducting national research on Indigenous issues.

Contract Parameters

7.1.         Value

The contract maximum value is for not more than $22,600 inclusive of all applicable taxes. Proposals coming in above this maximum limit will not be considered for this process. The NAFC assumes no responsibility for sub-contractors that may arise out of this contract.

7.2.         Duration

The contract will be in effect from November 1, 2018 to March 31, 2019.

7.3.         Workplace

The Contractor will be required to work from their usual place of work and provide their own work equipment and workplace infrastructure to complete the work required under this project, including office, computer/laptop, phone/cell phone/fax machine, printer, internet access, and all other materials required to complete this project. The Contractor will liaise with the NAFC via regular and as-needed teleconference and web meetings. Pending availability, there may be one in-person meeting in Ottawa at some point throughout the project, depending on timelines. There may be some travel anticipated with this project. Should Contractor travel be required, however, associated costs and arrangements will be coordinated and covered directly by the NAFC separate from the value of this contract. Pending availability and pre-approval, valid travel expenses include:  ground transportation, mileage, flights, airport parking, taxis, meals and per diems at Treasury Board rates. Valid Contractor travel expenses that the NAFC would book and cover directly upfront include flights, meals, per diems and hotels at Treasury Board rates. Valid Contractor travel expenses that the NAFC would reimburse after travel, with receipts as appropriate, include ground transportation, mileage, airport parking and taxis at Treasury Board rates.

7.4.         Intellectual Property

All information, documents or resource materials developed as part of this contract and work related to this project will remain the intellectual property of the NAFC.

7.5.         NAFC’s Responsibilities

The NAFC will provide all background and other materials and information to the Contractor required to complete the project deliverables.

The NAFC will provide staff support to the Contractor throughout all stages of this contract and project and work closely with the Contractor to identify additional contextual research requirements, assist in conducting any additional required research, and provide direction as needed around objectives, outlines and the Guide.

The Contractor will provide updates on the progress of the project as deliverables are completed and as requested by the NAFC.

7.6.         Contractor Requirements

The Contractor will be required to meet all the project activities and deliverables described in this RFP to the satisfaction of the NAFC.

The Contractor will be required to take direction and feedback from the NAFC as provided to complete the project deliverables.

7.7.         Payment Terms

Payment will be made by the NAFC upon successful completion of each project deliverable and receipt of an invoice from the Contractor.

  1. Requirements for responding to this RFP

Individuals/firms interested in responding to this RFP are required to provide the following to the NAFC:

  1. A proposal outlining the work the contractor foresees in successfully completing the objectives, activities and deliverables of this project;
  2. Initial workplan, including an estimate of time requirements for each activity stated in days, as well as an estimate of the steps (sub-activities) required to successfully accomplish each activity;
  3. Resume(s)
  4. Two samples/examples of contract/project work of a similar nature, including a reference name and contact information for reference for each.
  5. Closing Date/Time:

The closing date for this RFP is October 29, 2018.
Proposals must be received by 5:00 p.m. (Eastern Time)
and be addressed to the attention of:

Ellen Maracle, A/Executive Director
NAFC
275 MacLaren Street
Ottawa, Ontario   K2P 0L9

Submissions can be provided in hard copy to the above noted address, or in electronic format by e-mail to melmaracle@nafc.ca.
The NAFC bears no responsibility for misdirected or misaddressed proposals or for proposals that may be incomplete on receipt and review.
Questions pertaining to this RFP may be directed in writing by e-mail to:
melmaracle@nafc.ca

PDFRFP – NAFC Indigenous Volunteering Guide_Revised RFP Oct 15 2018

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