Extended Proposal Deadline: Sunday August 3rd, 2025 at 11:59pm

Proponent Section

Download the PDF to sign and submit your proposal:

INTRODUCTION

This request for proposal outlines the specific services and deliverables required to provide information management and notetaking services to the Indigenous Advisory & Monitoring Committee’s Marine Shipping Subcommittee (https://www.iamc- tmx.com/marine-shipping-subcommittee/).

BACKGROUND

The Indigenous Advisory and Monitoring Committee for the Trans Mountain Expansion Project (IAMC – TMX or “the Committee”) is intended to form the basis of a new relationship between Indigenous communities, the Government of Canada and federal regulators. One of the Committee’s objectives is to integrate Indigenous knowledge, values and perspective into the components and risks specific to the increased marine traffic stemming from the Trans Mountain Expansion Project.

The Marine Shipping Subcommittee (MSSC) focuses on key concerns around marine shipping and related traffic, anchorage, marine safety, response, operational spills, and is committed to protecting the waters of the south coast of BC. The subcommittee currently has 34 members, consisting of representatives from 29 First Nations and 4 federal departments that operate/regulate in the marine space. Recently, the subcommittee has turned its attention to communicating with affected marine communities with the intention of strengthening communication with Indigenous communities and leadership; carrying out communication activities in accordance with our annual workplan; and understanding communities’ concerns regarding marine shipping impacts, emergency management, indigenous inclusion, socio economic wellbeing and marine monitoring.

REQUIREMENTS

The key responsibilities of the MSSC information management note taker will include:

1. Attending all MSSC meetings, which are estimated to be approximately 6 meetings per year, held over the course of two days each.
2. Attending working group and other adhoc meetings to provide notetaking and associated information management services, estimated to be up to four 1-2 hour meetings per month.
3. Capturing detailed notes and records of the discussions, decisions, and action items from each meeting.
4. Capturing and linking important documents or sites to link to the final copy of minutes.
5. Adding new and ongoing action items into the meeting summaries and associated tracker for use by MSSC staff and members.
6. Organizing and distributing the meeting notes to the MSSC Chair in a timely manner.
7. Providing information management and storage of important MSSC notes, summaries and recordings for ease of access by the MSSC team and co-chairs.
8. Ensuring the continuity of information and maintaining a comprehensive record of the MSSC’s work for approximately 2 years (based on continued funding).

The MSSC meetings will be held at various locations throughout Vancouver Island and the Lower Mainland. The note taker will be expected to travel to these meeting locations as required, as well as participate in “virtual only” meetings.

RESPONSE

Applicants should include a detailed response to the following:

• Applicant’s experience: Proposals should include a detailed account of the applicant’s qualifications, experience, and successes in the areas detailed above.
• Hourly Rate and Estimate: All proponents should provide their hourly rates for undertaking the work and an estimated level of effort for a 2-day MSSC meeting, and hourly meetings as described above.

CONTRACT TERM

The work is anticipated to be undertaken between June 2025 – March 2027 based on annual funding. Contracts are renewed annually.

PROPOSAL FORMAT

The following format and sequence should be followed to provide easy comparison of consultant responses and ensure each proposal receives full and complete consideration.

Cover Letter with Authorized Signature

The proposal should include a cover letter summarizing the applicant’s understanding of the project and an indication as to why the MSSC should select the applicant. The letter should be signed by the person(s) authorized to provide the notetaking services.

Qualifications and Experience

The applicant will submit evidence of previous successful performance in comparable work and a minimum of two references for projects of a similar nature. Resumes of the person(s) who will work on the project should be included.

Availability

The applicant and should describe their availability to attend the scheduled MSSC meetings and any travel limitations.

Cost Estimate

The applicant must provide their hourly rate for undertaking this work and an estimated level of effort per 2-day MSSC meeting.

EVALUATION OF PROPOSALS

The MSSC reserves the right to reject any or all proposals or accept the proposal deemed most favourable in the interests of the MSSC. The applicants must be competent and capable of performing the work. The MSSC will not be responsible for any costs incurred by the applicants that result from the preparation or submission of documents pertaining to this RFP. The accuracy and completeness of the proposal is the applicant’s responsibility. Should errors be discovered, they will be corrected by the applicants at their expense.

Preference given to individuals of First Nation’s decent and who reside within the 29 participating nation territories.

We look forward to receiving your application and the opportunity to work with you in support of the MSSC’s important work.