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REQUEST FOR PROPOSAL (RFP)

Updated: Mar 27

CHIEF ELECTORAL OFFICER

For Election of Chief and Council – June 2024


Gitanmaax Band Council

PO Box 440

Hazelton, BC V0J 1Y0

Tel: 250.842.5297




Summary and Background

Gitanmaax Band has a current membership of 2,456 members with approximately 800 members living in community.


Gitanmaax Band will be holding an election for Chief and Council in June of 2024 and is requesting proposals for a Chief Electoral Officer to oversee the nomination and electoral process for:

 

  1. Chief – 2-year term

  2. Members of Council (11 positions) – 2-year term

 

The objective of this Request for Proposal (RFP) is to inform and solicit applications from qualified candidates who possess a high degree of professionalism, integrity, and confidentiality as the Chief Electoral Officer for the Gitanmaax Band Election, in accordance with the Indian Act and the Indian Band Election Regulations.  The election must include in-person voting, mail-in ballots, and electronic voting.

 

The Chief Electoral Officer must be prepared to assume office at least ten (10) weeks prior to the election.  The Chief Electoral Officer ceases function two (2) weeks after the election.

Proposal Guidelines

The proposal must include:

  1. An Executive Summary outlining the background information of the Proponent’s company, including contents of the proposal and any specific exceptions to the requirements;

  2. A description of the Proponent’s capabilities and experience specifically related to the Indian Act and the Indian Band Election Regulations;

  3. A statement and description of the resources required to complete the election process, including software and intellectual material;

  4. A statement of what you would require from the Gitanmaax Band, including equipment, supplies, and staff resources;

  5. Project Organization - Identify the composition of the proposed Electoral team, if any, including: a.      Project team members; b.      Description of the role of team members; c.       Level of experience of the team members specific to First Nations elections;

  6. Client References - The names of three (3) references which have used the services of the Proponent as Chief Electoral Officer.  References to include the client name, title, and contact information;

  7. Cost Breakdown - The Proponent shall provide a detailed cost breakdown for the proposed services, showing the total cost for the performance of all services, expenses, materials, deliverables, and software/hardware costs (if applicable), to be used for the completion for the election.  Total costs shall be in Canadian dollars; and

  8. Declaration and Warranty – The Proponent will undertake to abide by the election rules set out under the Indian Act and Indian Band Election Regulations.


Proposals will be accepted until 4:00 pm PST March 30, 2024.  Any proposals received after this date and time will be returned to the sender.  All proposals must be signed by an official agent or representative of the company submitting the proposal.

 

If the organization submitting a proposal must outsource or contract any work to meet the requirements contained herein, this must be clearly stated in the proposal.  Additionally, all costs included in proposals must be all-inclusive to include any outsourced or contracted work.  Any proposals which call for outsourcing or contracting work must include a name and description of the organizations being contracted. 


All costs must be itemized to include an explanation of all fees and costs. 

 

Contract terms and conditions will be negotiated upon selection of the winning bidder for this RFP.  All contractual terms and conditions will be subject to review by the Gitanmaax Band and will include scope, budget, schedule, and other necessary items pertaining to the election.

 

All proposals must be submitted to:

 

Gitanmaax Band

PO Box 440

Hazelton, BC V0J 1Y0

Email: info@gitanmaax.com       

 

SUBMISSIONS MUST BE RECEIVED NO LATER THAN 4:00 PM PST, MARCH 30, 2024


Rights of the Gitanmaax Band Council

The Gitanmaax Band reserves the right to:

 

a) Reject any or all proposals received in response to this Request for Proposal;

 

b)  Enter into negotiation with one or more Proponents on any or all aspects of their respective proposals;

 

c)  Contacting and requesting information related to the Proponent’s qualifications from the three (3) references provided;

 

d)  Accept any proposal in whole or in part;

 

e)  Cancel and/or re-issue a modified version of a given RFP requirement, including the right to request a confirmation of the Proponent’s legal status and signed documentation; and


f) Award contracts without competition for follow-up work, if any, to the selected Proponent for a given project requirement.


Questions

Questions regarding the RFP may be sent to:

 

            Jenn Robinson, Interim Executive Director

            Gitanmaax Band

            Email: j.robinson@gitanmaax.com

            Phone: 250.842.5297



To download the PDF Request for Proposal information, click here.


Request for Proposal - Chief Electoral Officer - 2024
.pdf
Download PDF • 145KB

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