ANISHINABEK NATION

REQUEST FOR APPLICATIONS

Note Taker

Anishinabek Nation

1.0 SUMMARY OF WORK

The Anishinabek Nation is seeking a qualified note taker for the Anishinabek Nation Child Well-Being Working Group, and the Anishinabek Nation Child Well-Being Negotiations Team. The deliverables will be clear, concise, comprehensive, accurate and timely notes and records of meetings. The note taker will provide essential support to the Anishinabek Nation Social Development Department and Koganaawsawin, the central coordinating body of the Anishinabek Child, Youth, and Family Well-Being System.

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.

The Anishinabek Nation Child Well-Being Working Group is comprised of representatives from the 39 member First Nations of the Anishinabek Nation and six (6) affiliated Anishinabek child well-being agencies. The Working Group holds meetings a minimum of four (4) times per year to discuss child well-being initiatives.

Through a seven-year community consultation process, the Anishinabek Nation drafted the Anishinabek Nation Child Well-Being Law under First Nations’ inherent jurisdiction over child and youth well-being, and family unity. In 2015, the Anishinabek Nation Chiefs-in-Assembly approved the Law in-principle and directed the Anishinabek Nation to present the Law to its member First Nations for their individual review and approval. In June of 2021, Canada and the Anishinabek Nation signed an Agreement-in-Principle on Anishinabek Child, Youth, and Family Well-Being that supports the Anishinabek Nation in creating its own system and delivering the programs and services required to keep Anishinabek children within Anishinabek families and communities. As of September 2022, the Anishinabek Nation Child Well-Being Negotiations Team is moving forward in tripartite negotiations with the provincial and federal governments in the area of child, youth, and family well-being. Main table negotiations are held two (2) days per month and fiscal negotiations are held two (2) days per month with potential for meetings to increase in frequency.

4.0 STATEMENT OF WORK

The Social Development Department and Koganaawsawin are seeking a note taker to:

Take detailed notes for the Anishinabek Nation Child Well-Being Working Group, ensuring all action items are clearly identified;
Take detailed notes for the Anishinabek Nation Child Well-Being Negotiations Team during self-government negotiations between the Anishinabek Nation, Canada and Ontario in the area of child, youth, and family well-being, ensuring all action items are clearly identified; and
Assist with note taking during meetings and/or conferences in relation to the Anishinabek Nation Child Well-Being Working Group and/or Anishinabek Nation Child Well-Being Negotiations Team.

5.0 DELIVERABLES

Clear, concise, comprehensive, accurate and timely notes and records of meetings within two (2) weeks from the time of meetings and/or related meetings and/or conferences of the Anishinabek Nation Child Well-Being Working Group; and
Clear, concise, comprehensive, accurate and timely notes and records of meetings within two (2) weeks from the time of meetings and/or related meetings and/or conferences of the Anishinabek Nation Child Well-Being Negotiations Team.

6.0 FINANCIAL CONSIDERATIONS

Applicants must provide a quote for their daily or hourly rate, including a rate for travel; taking into consideration:

Anishinabek Nation Child Well-Being Working Group meetings are held quarterly, in each of the four (4) Anishinabek Nation Regions on a rotating basis. The duration of each meeting is approximately two (2) half days. The note taker may be required to travel to attend meetings in-person or be required to attend virtually. Pre-approved travel expenses will be reimbursed in accordance with the Union of Ontario Indians Accounting Policy and Procedures Manual.
Anishinabek Nation child, youth, and family well-being self-government negotiations are held on a monthly basis with potential for meetings to increase in frequency. The duration of each meeting is approximately two (2) half days, unless additional time is required to complete pressing tasks. The note taker may be required to travel to attend meetings in-person or be required to attend virtually. Locations for in-person meetings including Ottawa, Toronto and North Bay, Ontario on a rotating basis. As these meetings are subject to frequent rescheduling, the note taker must remain flexible with their schedule. Pre-approved travel expenses will be reimbursed in accordance with the Union of Ontario Indians Accounting Policy and Procedures Manual.
The estimated maximum amount of hours to complete the requested work is 350 hours.

7.0 TIMEFRAME

The project will run from July 17, 2023 to March 29, 2024.

8.0 APPLICATION RESPONSE GUIDELINES

To ensure your application is considered, it must include the following:

Cover Letter

A statement indicating the applicants understanding of the proposed work and the deliverables required;
Reference to the title of the Request for Applications;
Indicate the capacity of the applicant to complete the project; and
The name of a single point of contact and contact information.

Qualifications

Previous relevant work experiences and associated credentials;
Proficient understanding of business sensitivities and confidentiality;
Some knowledge of Anishinaabemowin will be considered an asset;
Must be willing to travel within the Anishinabek Territory and hold a valid Ontario driver’s license and be insurable under UOI policies;
Have access to reliable vehicle;
Proficient spelling and grammar skills;
Ability to work on own initiative, independently, and to meet deadlines; and
Well organized, punctual and reliable.

9.0 INQUIRIES

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

Stan Cloud, Director of Social Development and Koganaawsawin

E-mail:  stan.cloud@anishinabek.ca

Telephone: 1-800-441-5904 or (519) 289-0777

10.0 SUBMISSION PROCEDURE

As a potential supplier of these professional services, you are invited to submit an application to provide professional 3rd-party contractor services in accordance with the terms and conditions detailed in this document.

Please submit your application by:

Fax to: (519) 289-0379

Attention: Stan Cloud, Director of Social Development and Koganaawsawin

OR

By Email to: stan.cloud@anishinabek.ca

Applications must be clearly marked: NOTE TAKER

Closing Date and Time: Applications must be received by July 10, 2023, at 4:30pm. Applications 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 APPLICATIONS PROCESS

Upon closing, applications will be reviewed for completeness. Only completed applications will be brought forward to the selection committee for further consideration and a final decision.

12.0 SELECTION OF SUCCESSFUL APPLICANT

The AN reserves the right to reject any or all applications and to accept the applications deemed most favorable to the interests of the AN and its partners.

The AN reserves the right to seek clarification and supplementary information from applicant after the submission deadline.

Applicants 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 applicant. The AN, at any time, and without liability, may withdraw from negotiations with any potential applicant.

14.0 TERMS AND CONDITIONS

14.1 The AN will not be responsible for any costs incurred by an applicant in preparing and submitting their application.

14.2 Submissions of an application shall not obligate, nor should it be construed as obligating the AN, to accept any such application, or to proceed further with the project. The AN may, in their sole discretion, elect not to proceed with the Request for Applications process, and may elect not to accept any, or all applications for any reason.

14.3 An applicant may amend or withdraw their application prior to the closing date and time specified in the request for applications by way of written notice to the AN.

14.4 Applications submitted shall be final and may not be altered by subsequent offerings, discussions, or commitments, unless the applicant is requested to do so by the AN.

14.5 The AN has reserved the right to waive minor non-compliance by an applicant with the requirements of this request for applications. This will allow the AN to consider and possibly accept, any application which is advantageous, even though the applicant may be non-compliant in some minor respect.

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

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

14.8 Prices quoted are to be held firm for a minimum of 90 days following the closing date, and shall remain in effect through the duration of an agreement.

14.9 The applicant’s application shall form part of the contractual agreement by attachment, and will be incorporated for reference. Claims made in the application shall constitute contractual warranties. Any provision in the application may be included in the contractual agreement as direct provisions thereof.

14.10 The successful applicant agrees to obtain and maintain all professional certification and licenses necessary to lawfully provide the services required under this request for applications.

14.11 Intellectual property and any data associated with this work is the express property of the AN.