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REQUEST FOR PROPOSALS (RFP 2015-15) FOR Sipeknekatik Consultation Process Issued by: Sipeknekatik KEY PROPONENT INFORMATION DATE OF RFP ISSUE: May 29, 2015

Closing date for Submission: July 17, 2015 by (no later than) 12:00 Noon Atlantic Time Zone.

Proposals are to be submitted as one (1) hard copy in a sealed envelope

marked RFP #2015-15 addressed to the address and contact below. The bottom left corner of the envelope must be clearly marked with Tender/RFP for 2015-14. If the RFP response is hand delivered, the unopened envelope must be time and date stamped by the receptionist.

Contact: Name: Nathan Sack

Title: Director of Operations Address: 522 Church Street, Indian Brook NS, B0N 1W0

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Please use the above RFP title and number on all related correspondence. TABLE OF CONTENTS

1. General Project Objective Key Dates

2. Background

History / Current Status

3. Service / Work Requirements Expectations Mandatory Requirements Pricing

4. Submission Guidelines

Proposal Format and Content

5. RFP Conditions Evaluation Criteria Negotiation Acceptance of Proposals Proposal Revisions Disclosure

6. Attachments

Government of Nova Scotia Policy and Guidelines: Consultation with the Mikmaq of Nova Scotia, April 2015

Aboriginal Consultation and Accommodation: Updated Guidelines for Federal Officials to Fulfill the Duty to Consult, March 2011

Sipeknekatik Finance Policy, Section 16 / Tendering of Contracts Map

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1. General

Project / Contract Objective / Purpose: o To develop a community based consultation process that

reflects the unique roles and responsibilities that exist at the Band and community level.

o To develop base capacity for council to meaningfully engage in

the discussion of Mikmaq rights related issues in the traditional territory.

o To promote Band council participation and support in

discussions involving Mikmaq rights in the province and beyond.

o To increase knowledge and understanding of rights related

issues at the individual, community, Band and Nationhood level.

o To provide an added level of accountability for community members through the development of Band Council roles and responsibilities regarding discussion of rights related issues in the province.

o To streamline and develop internal policies for Sipeknekatik to

engage in consultation with the province.

o To develop a plan to accessing and building expertise in key areas of consultation.

o To develop community / public information on why there is a

duty to consult.

o To develop a process that the Sipeknekatik community feels is reflective of the values and principles of the community and feels responsible for and is actively involved in.

Key Dates: The anticipated contract term is seven (7) months.

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The desired date for commencement of work under the contract is as soon as agreeable terms and conditions are reached. 2. Background

History / Current Status Sipeknekatik is the largest Mikmaq Band in Mainland Nova Scotia with a registered membership of 2561 (AANDC; January 23, 2015). Sipeknekatik has the following reserve lands: Indian Brook #14 (including Dodds Lot), New Ross #20, Pennal #19, Shubenacadie (Grand Lake) #13 and Wallace Hills #14a. Sipeknekatik is governed by a Chief and 12 Council members. In March 2013, Sipeknekatik withdrew from the Made in Nova Scotia Process administered by Kwilmukw Maw-klusuaqn Negotiation Office (KMKNO) which resulted in Sipeknekatik being responsible to conduct consultation on its own behalf. Sipeknekatik community members have a special relationship and unique understanding on Aboriginal and Treaty Rights (Mikmaq rights). Sipeknekatik is seeking to gain the required capacity to fully participate in a meaningful consultation process that reflects the unique roles and responsibilities that exist at the Band and community level and to gain a strategic consultation process. 3. Service / Work Requirements

Expectations Sipeknekatik expects the following:

o The Proponent must have the ability to foster positive relationships with all parties involved.

o The Proponent must be aware of relevant First Nation issues in Mikmaki.

o The Proponent must be open to facilitate sessions / meetings with leadership, staff, and community (inclusive of Youth and Elders) to gather input on the process.

o The Proponent must have the capacity to undertake the project and deliver an innovative community based consultation process reflected of the values and principles of Sipeknekatik.

o The Proponent must be willing to share the document in draft form for comment and potential revision

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o The proponent must provide the final Sipeknekatik consultation process document and associated deliverables by February 3, 2016.

Mandatory Requirements

Mandatory requirements within the RFP: o Two (2) Letters of reference reflective of relevant experience o Prior consultation experience

Pricing

o The Proponent should state their price as fixed. o The price should include all project related costs (i.e. out of

pocket expenses, travel, supplies, materials, etc.) 4. Submission Guidelines

Proponent Organization / Profile / Technical Skills / Experience Proponents should identify consultation qualifications and capabilities relevant to consultation experience in Nova Scotia, Canada or elsewhere.

Submission / Proposal Format Proponents should submit their proposed response in the following preferred format: Letter of Introduction: Including: RFP title, Proponent name, address, telephone number, fax number, Email and contact person. One page introducing the Proponents company, signed by the person(s) authorized to bind the proponent to their proposed offer (RFP response). Table of Contents: Should include a list of all sections and appendices in the proposal response and indicate corresponding page numbers. Proposal / Project Requirements / Scope: Full details of the Proponents proposal including at least: general approach, work plan, schedule, methods, procedures, quality control, safety, project management, supervision, reporting structure and explanations of how all RFP/Project results will be achieved. Pricing: Indicate the proposal pricing as requested.

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Appendices: Attach other information as required by the RFP such as references, resumes, and other relevant useful information. Certification: Proposals could include the following signed Certification (or similar version): The statements made in this proposal are correct and truthful representations. If selected, I / we / company name shall negotiate in good faith with Sipeknekatik. 5. RFP Conditions

Evaluation Criteria Evaluation criteria used to evaluate proposals fall into the following categories and sub-categories and how these will be evaluated (i.e. scoring system) Proposal Desirable Criteria

o Methodology / concept innovation / functionality (40 points)

o Delivery Plan (40 points) o Project management plan (30 points) o Availability and qualifications of key staff (30 points)

Proposal Cost Proponents price proposal and budget including costing estimates / rationale as required by the RFP (30 points)

Negotiation Negotiation sessions may be held to work out contract details and other expectations of the parties applicable to the services, based on the RFP requirements and the proposal(s) submitted.

Acceptance of Proposal

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The highest rated, lowest price or any proposal will not necessarily be accepted.

Proposal Revisions Proposal revisions must be received prior to the RFP submission closing date and time.

Disclosure All documents submitted by proponents will become the property of Sipeknekatik. Proposal information is proprietary and will be treated as confidential. Information pertaining to Sipeknekatik obtained as a result of participation in the project / activity is confidential and must not be disclosed without written authorization from Sipeknekatik. Sipeknekatik reserves the right to amend, edit, change, extend or withdraw this RFP, at any time without prior notice and to reject any RFP. This RFP is contingent upon the receipt of project funding. 6. Attachments

Government of Nova Scotia Policy and Guidelines: Consultation with the Mikmaq of Nova Scotia, April 2015

Available online at: http://novascotia.ca/abor/docs/April%202015_GNS%20Mi'kmaq%20Consultation%20Policy%20and%20Guidelines%20FINAL.pdf

Aboriginal Consultation and Accommodation: Updated Guidelines for Federal Officials to Fulfill the Duty to Consult, March 2011

Available online at: http://www.aadnc-aandc.gc.ca/eng/1100100014664/1100100014675

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Sipeknekatik Finance Policy, Section 16 / Tendering of Contracts Available online at: http://sipeknekatik.ca/finance-policy-updated-september-9-2014/

Map of Sipeknekatik Reserve Lands

Source: Google Earth