Press Release
1.0 SUMMARY OF WORK
The Anishinabek Nation (AN) is seeking an Event Planner to support the planning, development, and execution of the second annual Economic Development Opportunities Forum at Casino Rama October 21-23, 2024
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, Munsee-Delaware Nation, Garden River First Nation, Thunder Bay and Sudbury. 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’s Economic Development Department will be holding its second annual Anishinabek Nation Economic Development Opportunities (ANEDO) Forum in Rama First Nation’s Casino Rama Resort from the evening of October 21, 2024 to the afternoon of October 23, 2024. The event will be held in person and simultaneously live-streamed to remote viewers.
The focus of the event will be to support the AN’s 39 member First Nations in developing their economies. The format of the event will be a combination of opening and closing ceremonies, panels, keynote speakers, and concurrent training sessions in breakout rooms.
The Anishinabek Nation will field and manage an Event Planning Committee to work with the selected vendor to develop and approve event deliverables.
The venue has been selected and a “save the date” placeholder website created at www.anedo2024.ca
4.0 STATEMENT OF WORK
The Anishinabek Nation Economic Development department is seeking an event planner to:
5.0 DELIVERABLES
Event Planning and Coordination
Deliverables
Branding and Theme Development
Deliverables
Creation of Visual Assets
Deliverables
Event Execution
Deliverables
Post-event Assets
Deliverables
Printing
6.0 FINANCIAL CONSIDERATIONS
The total budget for this project should not exceed $50,000. The total budget for this project must include all costs associated with personnel, travel, preparation of event materials and reports, overhead costs, all eligible taxes and any other anticipated expenditures.
7.0 TIMEFRAME
The project will run from May 1, 2024 to November 15, 2024.
8.0 PROPOSAL RESPONSE GUIDELINES
To ensure your proposal is considered for evaluation, it must include the following:
Cover Letter
Proposed Project Plan
Qualifications
Costs and Charges
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:
Proposal packages must be clearly marked: EVENT PLANNER – ANEDO 2024
Closing Date and Time: Proposals must be received by APRIL 19, 2024, at 4:30pm. Proposals received after the closing time will not be considered.
Project Completion: The project completion deadline is NOVEMBER 30, 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
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.