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Request for Proposals: Project Consultant – Regional Energy Plan

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PROJECT CONSULTANT – REGIONAL ENERGY PLAN

1.0   SUMMARY OF WORK

The Anishinabek Nation is seeking a qualified consultant to carry out comprehensive technical research, identify and analyze region-focused opportunities, and gather other related data on the energy industry in Canada. The outcome of this project is an Anishinabek Nation Regional Energy Plan that will serve our 39 First Nations’ communities.

The project should include analysis of energy standards, current capacity levels of First Nations communities, available transitional assets, and recommendations to bring First Nations communities up to the acceptable standards.

As part of this project, we require a detailed analysis of the current and emerging technologies, trends, and best practices in the energy sector, with a focus on their application within our four regions (Northern Superior, Lake Huron, Southeast, and Southwest).

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 39 Anishinabek Nation Member First Nations, each with unique backgrounds, cultural values, and priorities, are progressively engaging in nation-to-nation partnerships to address shared challenges and opportunities. To foster collaboration and collective action, a Regional Energy Plan will be developed to unify existing Community Energy Plans, identifying overlapping objectives, opportunities, threats, and areas where First Nations can support one another. In order to effectively create the Regional Energy Plan, the project team requires technical expertise to establish a solid foundation of knowledge and offer clear, actionable recommendations for a mid- to long-term strategy that will facilitate cooperation and ensure sustainable energy solutions for all Member First Nations.

4.0     STATEMENT OF WORK

The AN Economic Development Department is seeking a project consultant to carry out the following duties:

Research

Gather and compile information about the energy industry in Canada and Anishinabek First Nations that will be used to support the Regional Energy Plan, including:

Available sources of energy and overviews of each
Emerging energy technologies and infrastructure suitable for our First Nations
Definition of current energy standards
Energy career pathways and required minimum training
Data Collection

Gather and compile information, through the appropriate means (interviews, surveys, focus group sessions, etc.), about member First Nations’:

Current capacity levels
Community Energy Plans

Gather and compile any other information or sources that will support the identification of:

The locations of existing and proposed energy facilities, transmission lines, and distribution networks
Other critical infrastructure within First Nations territories
Energy consumption data
Energy costs and savings with various forms of energy (based on population of each First Nation)
Community energy projects (ongoing and completed)
Funding and grant opportunities relevant to each region
Other general facts and resources as may be identified by the project team
Analysis
Compare on-reserve and off-reserve energy efficiency (most-appropriate metrics and parameters to be determined), local access to contractors, and utilities for retrofitting purposes
Create pathways to leveraging current assets and accessing funding and partnership opportunities as a group, particularly at a regional level

Report Development

Develop a technical report on the energy industry in Canada that includes:

The aforementioned data and analysis
Recommendations for Anishinabek Nation
Considerations for member First Nations on a regional level
Inventory of community energy projects (ongoing and completed)
Curated and annotated resources
Meetings and Events
Attend Energy Working Group meetings as needed
The Energy Working Group will consist of community-based technicians working in relation to the energy industry (e.g. Community Energy Champions) from each of the four (4) regions
The Energy Working Group meets monthly, and the successful consultant will participate as the project progresses

Participate in the half-day Energy Summit during the Anishinabek Nation Economic Development Opportunities Forum 2023 in Sault Ste. Marie, Ontario (October 24-26)

5.0     DELIVERABLES

One (1) draft electronic copy of the Anishinabek Nation Regional Energy Plan;
One (1) final electronic copy of the Anishinabek Nation Regional Energy Plan; 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 $51,000.00. The total budget for this project must include all costs associated with personnel, travel, key informant interviews, preparation of reports and required documentation, overhead costs, all eligible taxes, and any other anticipated expenditures.

7.0     TIMEFRAME

The project will run from May 29, 2023 to March 1, 2024.

8.0     PROPOSAL RESPONSE GUIDELINES

 To ensure your proposal is considered for evaluation, it must include the following:

Cover Letter

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.

Qualifications

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.

9.0     INQUIRIES

All inquiries about this request for proposals should be directed to:

Name: Dawn Lambe

E-mail: dawn.lambe@anishinabek.ca

Telephone: 1-877-702-5200 or (705) 497-9127 ext. 2245

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 email to:

dawn.lambe@anishinabek.ca

Proposal packages must be clearly marked: AN REGIONAL ENERGY PLAN

Closing Date and Time: Proposals must be received by May 19, 2023, at 4:30pm. Proposals received after the closing time will not be considered.

Project Completion: The project completion deadline is March 1, 2024, by 4:30pm.

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.

14.0     TERMS AND CONDITIONS 

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.
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.
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.
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.
The proponent must identify any information in its proposal that it considers to be confidential or proprietary.
All proposals and accompanying documentation received under this competition will become the property of the AN, and will not be returned.
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.
The AN reserves the right to accept or reject, in whole or in part, any and all proposals.
The AN reserves the right to cancel and/or re-issue this request for proposals at any time, for any reason, without penalty.
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.
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.
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.
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.
Intellectual property and any data associated with this project is the express property of the AN.

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