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Request for Proposal – Conferenece Meeting Facilitator Services for “IAMC-TMX Line Wide Gathering 2025”

28 May 2025/IAMC-TMX/

1. Invitation

  1. The IAMC-TMX invites you to submit a proposal for conference meeting facilitator services for the IAMC-TMX Line Wide Gathering 2025
  2. Consulting proposals are to be submitted electronically to:
    Indigenous Advisory & Monitoring Committee
    21559 Chief Lapotac Blvd Unit 104
    Enoch, AB T7X 3Y3
    Email address: info@iamc.ca
  3. Proposals must be submitted by 11:59 p.m. (MST) Sunday, June 22, 2025.
  4. All liaison and questions concerning this Request for Proposal shall be directed to:
    Ms. Stephanie Gardener, Executive Coordinator
    Phone: 780-990-0303 x236
    Email address: info@iamc.ca
  5. All proposals shall be treated as confidential and remain the property of IAMC-TMX.
  6. All submissions will be carefully reviewed. The selection of the facilitator will be determined following the completion of the review.

    7. The IAMC-TMX thanks all individuals and firms that submit proposals on this “IAMC-TMX Line Wide Gathering 2025” contract.  Only those individuals or firms considered for short list interview purposes, as warranted, will be contacted.

    II.  PROJECT REQUIREMENTS

    A. Background

    IAMC stands for the Indigenous Advisory and Monitoring Committee.

    The IAMC consists of 19 people who have a shared goal for the safety and protection of the lands, waters, and interests of Indigenous Peoples.

    We are:

    • 13 Indigenous people selected by Indigenous Communities from the regions along the route of the Trans Mountain Expansion project. This is the Indigenous Caucus.
    • Six senior Federal Government representatives.

    TMX stands for the Trans Mountain Expansion project. The pipeline runs from Sherwood Park, Alberta to the shipping terminal and refinery in Burnaby, British Columbia.

    TMX is an expansion because the project twins an existing oil pipeline that was built in 1953. The project will also expand the Westridge Marine Terminal in Burnaby.

    The expansion project will follow the original pipeline route for 89% of its 1,147 km length. When construction is finished, the pipeline will be able to carry almost three times more oil than it could before – up to 890,000 barrels a day.

    The TMX pipeline carries multiple types of petroleum (oil) products – crude oil and several refined oils. Crude oil is oil in its natural form as it is taken from the ground. It is also called bitumen. Refined oils are crude oils that have gone through processes to turn them into products ready for human use, like gasoline and diesel. There are levels of refining, from crude to semi-refined up to refined, each used to make different products. Trans Mountain is the only pipeline in North America that can carry both crude and refined oils.

    As well as expanding the pipeline, the TMX project will also increase the number of tankers that the shipping terminal in Burnaby can handle by almost seven times, from five to 34. For some coastal Communities, this will mean an increase in tanker traffic through their waters, from one tanker per week as it is now, to one tanker per day. This will be a 197% increase in the amount of oil moving through their territorial waters.

    The Government of Canada owns 100% of the TMX pipeline and expansion project.

    There are 129 Indigenous Communities along the TMX pipeline route. IAMC-TMX was created to focus on the protection of the lands, waters, and interests of Indigenous Peoples affected by the TMX project.

    B. IAMC-TMX Line Wide Gathering Overview

    Each year the IAMC-TMX hosts the Line Wide Gathering, a key event that serves as a platform for members of the IAMC to share their progress and initiatives and engage directly with Community members. This gathering is more than just a meeting: it’s an opportunity for meaningful interaction and exchange.

    These discussions are invaluable, as they provide a forum for receiving firsthand feedback, identifying areas for improvement, and understanding Community needs. This process is fundamental to the IAMC’s commitment to continuous growth and enhancement, ensuring that their efforts align closely with the aspirations and wellbeing of the Communities they serve.

    The 2024 Line Wide Gathering took place from November 12th and 15th in Kelowna, and over 255 people participated. This was the seventh annual Line Wide Gathering for the IAMC-TMX. The eighth annual Line Wide Gathering is scheduled to take place on October 14-17th in Calgary.

    C. Task Description

    As the IAMC-TMX looks forward to hosting its eighth annual Line Wide Gathering, the organization is required to move forward in new ways that build upon its successes and help to navigate the post-construction phase of the TMX pipeline. The IAMC-TMX is seeking a facilitator to assist in the implementation and strategic planning process for the 2025 Line Wide Gathering.

    D. Scope of Services

    The applicant(s) for this RFP should have expertise with the following:

    Goals and Objectives

    1. Participate in 1-hour, bi-weekly planning meetings and 1-hour post-Line Wide debrief with IAMC-TMX Line Wide Planning Committee to discuss the goals, outlines, outputs, and progress.
    2. Confirm a project timeline indicating the dates of each meeting and tasks and activities that need to be completed over the project period.
    3. Develop a draft and final facilitators’ agenda in collaboration with the IAMC-TMX Line Wide Planning Committee.
    4. Determine the Line Wide 2025 schedule and strategy (e.g. the number of sessions and presentation etc.) and develop agendas and other meeting resources as needed with the IAMC-TMX Line Wide Planning Committee.
    5. Co-development of slide decks and materials for the Line Wide Gathering 2025 with SubCommittee Chairs and IAMC-TMX resource staff.
    6. Coordinate with speakers/panels on logistical aspects of the gathering prior to the event. Including conducting virtual run-throughs and coordinating in accordance with the schedule the delivery of resources, biographies, and other needs from panel participants.
    7. In collaboration with the IAMC-TMX Line Wide Planning Committee develop the various agenda elements to maximize participation and output.
    8. Develop meeting invitation language, and targeted email follow ups in conjunction with the IAMC-TMX Line Wide Planning Committee (IAMC-TMX Line Wide Planning Committee will disseminate information)
    9. Travel on-site to meeting and provide on-site support
    10. Prepare list of resources and other materials to be printed
    11. Facilitate/ Coordinate/Deliver Session(s) during the Line Wide Gathering 2025
    12. Review relevant documents related to the project
    13. Produce a detailed event report which will summarize the gathering, including discussions, decisions and next steps within 8 weeks following the gathering.
    14. Identify A/V Considerations for the Event and assist in meeting with A/V suppliers
    15. If needed be able to support the main plenary and breakout rooms at the gathering
    16. Communicate with Graphic Recorder and include digital version of graphic recording in final report
    17. Reporting process to include time to allow for comment and feedback from federal departments and IAMC-TMX Committee/Caucus

    III. Proposal Timeline

    1. RFP Release May 26, 2025
    2. Deadline for proposal submission is 11:59 PM June 22, 2025
    3. Approval of Proposal June 26, 2025
    4. Award/Denial notices sent to proponents July 1-4, 2025
    5. Awarding of contract July 4, 2025

    IV. Proposal Submission

    1. Proposals should be received no later than 11:59 pm on June 22, 2025. Proposals should include the items described below.
    2. Proposal format should include:
      • Cover Letter – including consultants name, address and contact information.
      • Summary of the proponent’s background and experience in similar projects.
      • Name, phone number and address of three references from similar contracts.
      • A brief synopsis that displays the proponent understands IAMC-TMX’s needs and how the proponent plans to meet those needs.
      • A detailed description of the proposed plan to achieve scope of services, as understood by the proponent and the proposed timeline.
      • Detailed budget that itemizes all estimated costs for work to be performed.
      • Brief but relevant resume of individual(s) who will be performing the proposed work, and their ability to participate in the Line Wide Gathering 2025.
      • Any other information deemed pertinent by the proponent.
    3. All correspondence, including proposals, must be submitted to:
      Stephanie Gardener
      Executive Coordinator
      Phone: 780-990-0303 x 236
      E-mail: info@iamc-tmx.com

    V. Required Competencies

     The proponent should have the following competencies:

    1. A minimum of five (5) years experience in facilitating and the conference planning process.
    2. Experience working and facilitating with Indigenous communities and organizations, specifically non-profit organizations.
    3. An understanding and sensitivity to issues facing Indigenous people in Canada.
    4. Hiring preference is given to qualified candidates who are majority owned by and or Indigenous led (First Nation; Metis or. other Canadian Indigenous ancestry.)

    VI. Evaluation Criteria

    The proposals will be evaluated based upon the following criteria:

    1. Degree to which the proponent demonstrates competencies.
    2. Experience in conference facilitation.
    3. Ability of the consultant to meet the desired timeframe for the completion of work.
    4. Cost.

    VII. Key Deliverables

    1. Ability to engage effectively and efficiently with line wide participants, the graphic recorder, and the IAMC-TMX committee members.
    2. Successfully facilitate the Line Wide gathering to the satisfaction of participants.
    3. Successfully complete a Report that accurately and genuinely captures the themes and concerns of the participants within the timelines that allows for review from the IAMC-TMX Committee.
    4. Successfully abides and respects the timelines set out by the IAMC-TMX Planning Committee.

    VIII. Roles, Responsibilities and Reporting Structure

    The successful proponent will report to the Chair of the Indigenous Caucus of the IAMC-TMX.    

    IX. Intellectual Property

    Ownership and copyright of all data, drafts and final products will be the sole and exclusive property of IAMC-TMX.

    X. Proposal Conditions

    1. This request does not commit the IAMC-TMX to award a contract. The IAMC-TMX reserves the right to accept or reject any or all of the proposals it receives as a result of this RFP.
    2. This RFP does not commit the IAMC-TMX to pay any cost incurred in the preparation of the proposal – the proponent agrees that all costs incurred in developing this proposal is the sole responsibility of the proponent.
    3. Contract will be awarded based on the competitive selection of proposals received.
    4. The IAMC-TMX may require the potential contractors selected to participate in negotiations, and submit revisions to pricing, technical information and/or other items in the proposal that may arise from negotiations. The contents of the proposal, if awarded the contract, become contractual obligations, subject to negotiation and failure to accept these obligations in a contractual agreement may result in cancellation of the award.
    5. Submission of a proposal shall constitute acknowledgement and acceptance of all the terms and conditions contained in this RFP, unless otherwise stated in the proposal.
    6. The final authority to award the contract rests with the Chair of the Indigenous Caucus of the IAMC-TMX.
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