Independent Assessment Process (IAP) Stakeholder Engagement Project - Information, Awareness, healing and Reconciliation (Outreach Services) – Request for Standing Offers (RFSO)

RFP NUMBER:		1000164131
PROJECT TITLE:	Independent Assessment Process (IAP) Stakeholder Engagement Project - Information, Awareness, healing and Reconciliation (Outreach Services) – Request for Standing Offers (RFSO)
This requirement is set aside for Aboriginal suppliers in accordance with the government Procurement Strategy for Aboriginal Business.  The bidder must certify in its bid that he or she is an Aboriginal business or joint venture as defined within the Procurement Strategy for Aboriginal Business.
For the bid to be considered compliant, the bidder must submit at the time of bid closing, the completed and duly signed "Certification Requirements" and "Owner/Employee Certification" forms included herein as part of the tender documents.
There is no security requirement under this Request for Standing Offer Agreement.

SW1. 	BACKGROUND

The mandate of the Indian Residential Schools Adjudication Secretariat (IRSAS) is to implement and administer the Independent Assessment Process (IAP) under the direction of the Chief Adjudicator in an independent, objective and impartial manner.  In meeting the enforceable requirements of the Settlement Agreement, the Secretariat is committed to the resolution of all IAP claims in a timely manner that reflects the needs of the claimants.  From this mandate, IRSAS ensures it operates its business utilizing a claimant centred approach.  One of the main components of the IRSAS is the Client Services Directorate (CSD).  The CSD has created the 2013-2017 National Outreach Strategy to build upon new and existing networks, partnerships and protocols established with internal and external stakeholders. The CSD is seeking to contract with stakeholders who have experience in delivering activities needed by IRSAS.

The IRSAS has recently created a number of Independent Assessment Process (IAP) information documents including an educational video intended to explain what may be expected of the Hearing Process.  IRSAS is now in need of a National-scope multi-year Standing Offer Agreement(s) with stakeholder organizations to provide rights based IAP information sessions to distribute IAP information to claimants, their families and communities.  The IAP information documents will address the need of IAP claimants to prepare for the IAP Hearings through to post-hearing activities.  The development of the National-scope multi-year Standing Offer Agreement(s)seeks to address expectations of the former students of the Indian Residential School (IRS) system who have been accepted into the IAP and who are waiting for their hearing.

SW2.	 OBJECTIVE

The objective of this project is to establish a series of Standing Offer Agreement (s) with one or more Aboriginal stakeholder organizations to deliver a National Stakeholder Engagement Strategy, including a number of activities which are based upon a traditional and holistic approach geared towards the healing and reconciliation needs of former students of Indian Residential Schools. 

SW3. 	SCOPE OF WORK

The key components to the work of this project are:

•	The recipients of the IAP material are persons who are seeking more information about the IAP and who, upon being accepted into the IAP, are now waiting to have their Hearing;   
•	Participate in the Notice Plan to IAP claimants related to lost contacts (radio spots, and posters);  
•	Focus on delivery of activities following a holistic approach, these activities would  provide engagement sessions to lead activities that promote healing and reconciliation as well as distribute IAP Information to claimants;
•	Participate in the claimant engagement component of the IAP Final Report;
•	Provide Aboriginal awareness training for IRSAS staff employing innovation and possibly using an interactive digital model options;
•	Engage stakeholder organizations to coordinate engagement sessions to distribute info to claimants;
•	Focus on delivery of activities to contribute and promote healing and reconciliation.

SW4.	OUTPUT/DELIVERABLES
	
•	Produce assessment, data, evidence compilation through facilitated engagement sessions; 
•	Deliver critical information to IAP claimants in the form of a Notice Plan;
•	Produce monthly summary reports of all activities engaged during the period as well as those activities planned for the future;
•	Develop and deliver activity-based sessions to build awareness of the IAP and promote healing and reconciliation among survivors;
•	Develop, deliver and implement training sessions for IRSAS staff and possibly other stakeholder groups or organizations; and
•	Upon delivery of any products, such as the training modules, the contractor will provide all rights and releases.

SW5. 	DEPARTMENTAL SUPPORT

The IRSAS Executive Director’s Office, the Coordinated Community Liaison Unit Manager, the Client Services Director and/or other IRSAS staff as delegated by the Executive Director will provide additional IAP information as required.

SW6. 	SECURITY REQUIREMENTS

There is NO SECURITY requirement under this RFSO. 

SW7.	 LANGUAGE REQUIREMENTS

The language of work and correspondence will be in English.
All needs for translation and associated costs will be covered by the IRSAS.

SW8.	REPORTING REQUIREMENTS

The Contractor will provide monthly status reports to the Executive Director, IRSAS or their delegate on ongoing project work. Additional reporting requirements may be requested by the IRSAS and will be determined by the Executive Director, IRSAS or their delegate as required.

The Contractor shall be responsible for facilitating and maintaining communication with the Executive Director, IRSAS or their delegate regarding the progress of work completed under any Call-up(s) under the Standing Offer Agreement.

Upon request from the Executive Director, IRSAS or their delegate, the Contractor shall provide ad hoc written or oral status updates relating to any work in progress under any Call-up under any and all Standing Offer Agreement.

In addition, the Contractor shall immediately notify the Executive Director, IRSAS or their delegate of any issues, problems, or areas of concern that could adversely affect the ability of the Contractor to complete the work specified under any Call-up of any and all Standing Offer Agreement.

SW9. CONTRACTOR RESPONSIBILITIES

The management by the Contractor of services delivered to IRSAS in relation to the Standing Offer Agreement shall be undertaken in accordance with all applicable Acts, Codes, Departmental and/or Federal government regulations, policies and procedures.

It is the responsibility of the Contractor to, at all times, conduct itself and to ensure the performance of its Resources in accordance with the terms and conditions of the Standing Offer Agreement and any resulting Call-up, and in accordance with the Code of Conduct for Procurement
http://www.tpsgc-pwgsc.gc.ca/app-acq/cndt-cndct/index-eng.html

The Contractor shall ensure that all of its deployed personnel are properly trained and equipped to fulfill their responsibilities, including sentivities to cultural and traditional protocols. It shall be the responsibility of the Contractor to have the necessary knowledge to understand the unique needs of the Aboriginal Peoples of Canada. 

The Contractor shall supply all of its own tools, facilities, equipment, and software required for completion of the work, unless otherwise directed by the Standing Offer Authority.  The Contractor shall provide for its own means of communication with the Department, as e-mail will not be provided by IRSAS.

SW10. 	CONTRACTOR RESOURCE REQUIREMENTS

The Contractor shall provide a team of deployed personnel to work on any and all key activities under any Call-up(s) under the Standing Offer Agreement.

SW11. METHOD AND SOURCE OF ACCEPTANCE

All deliverables and services rendered under any resulting Call-up against a Standing Offer Agreement are subject to inspection by the Project Authority.  The Project Authority shall have the right to reject any deliverables that are not considered satisfactory, or require further correction before payment will be authorized.  

SW12. ANNUAL REFRESH OPTION AND NOTICES

DIAND may issue an Annual Refresh Option for this Request for Standing Offers  at its sole and absolute discretion.

The Refresh Option will solicit new bidders to become Suppliers under the IRSAS Standing Offer Method of Supply.

Existing Standing Offer Agreement holders at the time of the Refresh Option period will not be required to re-qualify for a Standing Offer Agreement. 

IRSAS will release a Notice on Buyandsell.gc.ca of the Annual Refresh Option should it exercise the Refresh Option at its sole and absolute discretion.

SW13. PROACTIVE DISCLOSURE OF CONTRACTS WITH FORMER PUBLIC SERVANTS

By providing information on its status, with respect to being a former public servant in receipt of a Public Service Superannuation Act (PSSA) pension, the Contractor has agreed that this information will be reported on departmental websites as part of the published proactive disclosure reports, in accordance with Contracting Policy Notice: 2012-2 of the Treasury Board Secretariat of Canada.

SW14. TRAVEL

There may be requirement for the Contractor to travel.

The Contractor will be reimbursed its authorized travel and living expenses reasonably and properly incurred in the performance of the Work, at cost, without any allowance for profit and/or administrative overhead, in accordance with the meal, private vehicle and incidental expenses provided in Appendices B, C and D of the National Joint Council Travel Directive and with the other provisions of the directive referring to "travellers", rather than those referring to "employees".

All travel must have the prior authorization of the Project Authority. All payments are subject to government audit.

National Joint Council Travel Directive:
http://www.njc-cnm.gc.ca/directive/travel-voyage/index-eng.php

Please refer to Appendix “E” attached hereto.

SW14. IDENTIFIED USERS

The Identified User authorized to make call-ups against the Standing Offer is: Indian Residential Schools Adjudication Secretariat (IRSAS).

SW15. CALL-UP PROCEDURES

15.1 Call-up Issuance

The Standing Offer Authority intends to issue multiple Standing Offer Agreements under this solicitation. Call-ups shall be issued at the sole and absolute discretion of the Standing Offer Authority and will be assigned based on ANY of the following criteria:

THE CORPORATE SUMMARY IDENTIFIED IN THE BIDDER’S OFFER WILL BE USED AS A GUIDE

1. Demonstrated Aboriginal experience
2. Language requirements and capability of the Standing Offer Agreement holder
3. Unique cultural needs
4. Stakeholder engagement requirements and capability of the Standing Offer Agreement holder
5. Geographic areas within Canada – the capability and proximity of the Standing Offer Agreement holder
6. Cost

SW16. LIMITATION OF CALL-UPS

Individual call-ups against the Standing Offer must not exceed $25,000.00 (Applicable Taxes included).

MANDATORY REQUIREMENTS

M1 CORPORATE SUMMARY

The Bidder MUST include within their Offer a CORPORATE SUMMARY detailing the Bidder’s experience. The format MUST follow the framework identified below by section.

The Bidder’s Corporate Summary MUST demonstrate the following:

 SECTION 1 – ABORIGINAL EXPERIENCE 
a) An overview of the Bidder’s experience within the last 10 years providing services similar to the current requirement (See Appendic “D” – Statement of Work) to meet the various needs of the Aboriginal communities in Canada affected by the legacy of the Indian Residential Schools.

b)  A description of the Bidder’s ability to manage and coordinate a multitude of Aboriginal stakeholder needs.

c)  The Bidder’s experience providing Aboriginal awareness and training.

SECTION 2 – LANGUAGE CAPABILITIES
a)  A description of the Bidder’s ability to provide services based in multiple languages.  Languages can include, but are not limited to the following:
 English, French, Inuktitut, Innuinaqtun, Siglit, Oji-Cree, Déné Gwich’in and Dogrib, Ojibway, Innu and Atikamekw.

SECTION 3 – CURRENT REQUIREMENT
a) An understanding of the impacts of Residential Schools on former students, community members and their families.

b) An understanding of the scope and potential challenges of projects described in the current requirement (See Appendix “D” – Statement of Work).

M2 PROJECT SUMMARIES

The Bidder MUST include within their Offer three (3) examples of previously completed projects within the last 10 years providing the following: 
1.	Services to former residential school students, community members and/or their families aligned with the requirements set out in the Statement of Work (SOW).
2.	Services and/or activities to diverse and marginalized populations using Traditional Cultural Approaches.

Project References MUST include:
•	Name of client organization;
•	Project name;
•	Name, current telephone number, e-mail and title of client's project authority or authorized representative who can validate the bidder's claim;
•	Description of the scope and objective of the project; and
•	Duration of the work (from-to dates in month/year; bidders are encouraged to calculate the number of months and insert the total number in brackets; example: January 2007 to March 2007 (3 months).

BASIS OF SELECTION
An offer MUST comply with the requirements of the Request for Standing Offers to be considered responsive. A responsive offer includes both the technical offer and the financial offer. All responsive offers that meet all the mandatory technical evaluation criteria and have submitted a financial offer will be recommended for issuance of a Standing Offer Agreement. 

This procurement is subject to the Procurement Strategy for Aboriginal Businesses (PSAB).