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Request for Proposals: Project Researcher: Institutions of Assimilation, Finding the Children

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REQUEST FOR PROPOSALS:  PROJECT RESEARCHER: INSTITUTIONS OF ASSIMILATION, FINDING THE CHILDREN

1.0 SUMMARY OF WORK

The Anishinabek Nation is seeking a qualified individual, or team of individuals, to fulfill an eight-month contract to provide ad hoc archival records research into where Anishinabek Nation member First Nation’s children may have went or been taken in relation to or as a result of federally and provincially mandated Institutions of Assimilation. This information will require a safe, data sovereignty-informed means of being shared and stored. In addition, support in the form of education, informational presentations, and a ‘where to access’ guide will also be developed

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 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

For decades, Survivors of Institutions of Assimilation from Anishinabek Communities, and their families have tirelessly expressed their concerns and grief that there are missing children and unmarked burials relating to these institutions. Some communities have never received answers and have seen generations come and go, without knowing where children went and what happened to them. The Anishinabek Nation, Reconciliation team is working to provide advocacy and assistance to all AN member First Nations impacted by Institutions of Assimilation. This work includes providing direction, education, and support with accessing public and private records associated with the Institutions, in order to assist communities and their members with Finding the Children.

4.0 STATEMENT OF WORK
The Anishinabek Nation Reconciliation team is seeking a researcher, or team of researchers, to carry out the following duties:

1. Archival research and access
Provide ad hoc research and document acquisition from various archives and record storage, including but not limited to the National Center for Truth and Reconciliation, Library and Archives Canada, and Ontario Archives. Research may require the filing of Freedom of Information and Protection of Privacy Act requests, third party access requests, and assistance with filing requests for access to personal information.

2. Education and sharing
Provide educational presentations on record access and provide minor advice and direction to other Anishinabek First Nation community and Indian Residential School initiative researchers. Develop a brief, user-friendly, guide which indicates where commonly requested records can be found.

3. Data storage
Create and utilize a system of digital storage to provide easy sharing of materials, while respecting and protecting indigenous data sovereignty and privacy. Provide training on how to effectively use the digital storage following the completion of the contract.

5.0 DELIVERABLES

1. Research and acquisition of requested records and archival documents, requests will only come through Anishinabek Nation, Reconciliation staff;
2. Provide informational/educational presentations, at an introductory level, as required;
3. Develop a short, easy-to-use, “Where to Access Guide” outlining where commonly requested records and information can be found; and
4. Develop a digital means of safely storing information and data, if application requires fees, this will be reimbursed or provided by Union of Ontario Indians.

6.0 FINANCIAL CONSIDERATIONS

Budget submissions are limited to a range of $40,000 to $50,000, inclusive of all travel expenses. A detailed budget of fees and expenditures must be included with the proposal.

Resource printing for materials for informational sessions and meetings will be covered by the Union of Ontario Indians. This amount is in addition to the budget for fees and expenditures.

7.0 TIMEFRAME

This project will run from July 31, 2023 to March 29, 2024. With a ‘Where to Access,’ guide being produced by December 1, 2023.

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:

Kelsey Anger, Reconciliation Manager, Executive Services
E-mail: Kelsey.anger@anishinabek.ca
Telephone: 1-877-702-5200 or (705) 497-9127 ext. 2307

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 e-mail to:

E-mail: kelsey.anger@anishinabek.ca

Proposal packages must be clearly marked: Project Researcher

Closing Date and Time: Proposals must be received by JULY/28/2023, at 4:30pm. Proposals received after the closing time will not be considered.

Project Completion: The project completion deadline is MARCH/29/2024, 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 favourable 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
14.1 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.

14.2 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.

14.3 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.

14.4 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.

14.5 The proponent must identify any information in its proposal that it considers to be confidential or proprietary.

14.6 All proposals and accompanying documentation received under this competition will become the property of the AN, and will not be returned.

14.7 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.

14.8 The AN reserves the right to accept or reject, in whole or in part, any and all proposals.

14.9 The AN reserves the right to cancel and/or re-issue this request for proposals at any time, for any reason, without penalty.

14.10 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.

14.11 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.

14.12 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.

14.13 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.

14.14 Intellectual property and any data associated with this project is the express property of the AN.

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