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Request for Proposals – Conference Facilitation & Strategic Program Design Services – IAMC-TMX Line Wide Gathering 2027

13 November 2026/IAMC-TMX/

Issued By

Cando on behalf of the Indigenous Advisory and Monitoring Committee for the Trans Mountain Expansion and Existing Pipeline (IAMC-TMX)

Event Information

  • Event: IAMC-TMX Line Wide Gathering 2027
  • Location: Vancouver Island Conference Centre (VICC), Nanaimo, British Columbia (anticipated)
  • Event Dates: March 3-4, 2027
  • Attendance: Approximately 250 participants with capacity for growth
  • Submission Deadline: December 7, 2026, 11:59 PM Pacific Time

1. Background

The Indigenous Advisory and Monitoring Committee for the Trans Mountain Expansion and Existing Pipeline (IAMC-TMX) supports Indigenous participation in oversight and monitoring of the Trans Mountain system.

The annual Line Wide Gathering serves as the IAMC-TMX’s flagship engagement event, bringing together Indigenous leaders, Elders, Knowledge Keepers, youth, community representatives, federal partners, regulators, and industry stakeholders from communities located along the Trans Mountain corridor. The Gathering provides an opportunity to share updates, gather feedback, discuss emerging priorities, strengthen relationships, and identify future directions.

The next Line Wide Gathering is anticipated to attract approximately 250 participants from 129 Indigenous communities across Alberta and British Columbia.

2. Purpose

IAMC-TMX is seeking an experienced facilitator or facilitation team to support the planning, design, facilitation, and reporting activities associated with the Line Wide Gathering.

The successful proponent will work collaboratively with the Line Wide Planning Working Group to design an engaging, culturally grounded, and outcomes-focused gathering experience.

3. Objectives

The successful proponent will assist IAMC-TMX to:

  • Create an engaging participant experience;
  • Foster meaningful dialogue between Indigenous communities and federal partners;
  • Support youth participation and intergenerational dialogue;
  • Facilitate respectful and inclusive discussions;
  • Capture key themes, priorities, and recommendations;
  • Produce a final conference report.

4. Scope of Services

Phase 1: Strategic Planning

The successful proponent will:

  • Lead and facilitate planning sessions with the Line Wide Planning Working Group and support the development of conference objectives, session design, and participant engagement strategies;
  • Assist in refining conference objectives and outcomes;
  • Develop a facilitation workplan and timeline;
  • Support agenda development and session sequencing;
  • Provide recommendations regarding participant engagement approaches.
  • Review selected background materials provided by IAMC-TMX to understand context, strategic priorities, and future directions.

Phase 2: Program Design

The successful proponent will:

  • Co-develop the conference agenda;
  • Design plenary and breakout session formats;
  • Develop facilitated discussion guides;
  • Design interactive engagement activities;
  • Support development of discussion questions and prompts;
  • Ensure programming reflects Indigenous values and ways of knowing;
  • Incorporate culturally safe and trauma-informed facilitation approaches.

Phase 3: Speaker and Session Preparation

The successful proponent will:

  • Meet with selected speakers and panelists;
  • Conduct speaker briefings and preparation sessions;
  • Assist in developing moderator guides;
  • Coordinate rehearsal sessions where required;
  • Support alignment between presentations and conference objectives.

Phase 4: On-Site Facilitation

The successful proponent will:

  • Attend the Gathering in person;
  • Facilitate plenary sessions;
  • Facilitate selected breakout discussions;
  • Support panel moderation;
  • Manage audience engagement activities;
  • Support difficult or sensitive discussions respectfully and effectively;
  • Adapt facilitation approaches as required during the event.

Phase 5: Reporting and Evaluation

The successful proponent will:

  • Participate in a post-event debrief with IAMC-TMX;
  • Review conference notes, graphic recordings, participant feedback, and other materials provided by IAMC-TMX;
  • Identify key themes, insights, areas of consensus, emerging priorities, and recommendations arising from the Gathering;
  • Prepare a draft for review by IAMC-TMX;
  • Incorporate feedback from IAMC-TMX and federal partners;
  • Submit a final report and related presentation materials.

Reporting Deliverables

The Report shall be submitted within four (4) weeks following the Gathering and include:

  • Executive summary;
  • Overview of the Gathering and participant engagement;
  • Session summaries and key discussion points;
  • Emerging themes and observations;
  • Preliminary recommendations and opportunities identified through discussions.

The Final shall be submitted within eight (8) weeks following the Gathering and include:

  • Executive summary;
  • Overview of the engagement process;
  • Key themes, findings, and participant perspectives;
  • Areas of alignment, opportunities, challenges, and considerations identified through discussions;
  • Recommendations and proposed next steps, where appropriate;
  • Appendices, including session summaries, graphics, visual recordings, and supporting materials, as applicable.

The final report should be suitable for distribution to Indigenous community participants, IAMC-TMX committee members, federal partners, and other stakeholders.

5. Required Qualifications

Proponents should demonstrate:

Facilitation Experience

  • Minimum five years of professional facilitation experience;
  • Experience facilitating conferences, forums, or gatherings involving multiple stakeholder groups;
  • Strong group process and dialogue skills.

Indigenous Engagement Experience

  • Significant experience working with Indigenous communities and organizations;
  • Understanding of Indigenous governance and community engagement approaches;
  • Knowledge of cultural protocols and trauma-informed engagement practices.

Strategic Planning Experience

  • Experience designing conference agendas and engagement processes;
  • Experience facilitating strategic discussions and community dialogue.

Reporting Experience

Experience preparing conference reports, and meeting summaries.

6. Indigenous Participation

IAMC-TMX strongly encourages proposals from Indigenous-owned and Indigenous-led organizations. Proponents must clearly identify Indigenous ownership, governance, project leadership, and the role of Indigenous team members in project delivery. Preference may be given to Indigenous-owned or Indigenous-led firms.

Proponents should identify:

  • Indigenous ownership;
  • Indigenous team members;
  • Indigenous subcontractors;
  • Relevant Indigenous community experience.

7. Proposal Requirements

Organizational Profile

  • Overview of organization;
  • Years in operation;
  • Relevant conference and facilitation experience.

Project Team

Identify:

  • Lead facilitator;
  • Supporting facilitators;
  • Report writer(s);
  • Subject matter expertise.

Approach and Methodology

Describe:

  • Facilitation philosophy;
  • Engagement approach;
  • Cultural safety considerations;
  • Proposed workplan.

Relevant Experience

Provide:

  • Three relevant project examples;
  • Three client references.

Pricing

Provide:

  • Fixed fee proposal;
  • Team member rates;
  • Travel assumptions.

8. Evaluation Criteria

CriteriaWeight
Facilitation Experience30%
Indigenous Engagement Experience25%
Proposed Methodology20%
Indigenous Ownership / Leadership15%
Price10%
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